Senior Record Assistant

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AU Values

• Respect for Diversity and TeamWork • Think Africa Above all • Transparency and Accountability • Integrity and Impartiality • Efficiency and Professionalism • Information and Knowledge Sharing

Organization Information

Reports to: Secretary General Directorate/Department: Office of the Secretary General Number of Direct Reports: 0 Number of Indirect Reports: 0 Job Grade: GSA3 Contract Type: Regular Location: Accra, Ghana

Purpose of Job

Responsible for ensuring that in-coming and out-going mails are received and processed accordingly on a timely basis as well as for ensuring that a reliable and efficient filing system is maintained.

Main Functions

• Provide timely operational support • Implement operational activities as scheduled and report. • Assist in the follow up on logistical arrangements, activity implementation and provision of updates. • Liaise effectively with internal and external stakeholders. • Follow up meeting decisions and correspondence outcomes and ensure their implementation. • Prepare routine office communication and assist in compiling data and information for reporting purposes. • Assist in the creation, improvement and maintenance of record and retrieval systems • Follow up on provision and maintenance of office facilities and materials.

Specific Responsibilities

• Receive, register, process and forward in-coming and out-going mail/correspondence to relevant addressee. • Scan and digitize in-coming mail and records. • Sort, organize, maintain, store and retrieve office records accurately. • Create and ensure appropriate records electronically classification. • Ensure records categorization according to the File Plan. • File all physical files including personnel (open and confidential), financial, legal files, and ensure their safe custody. • Ensure that accurate metadata elements of records are captured for upload onto the electronic records system for electronic filing. • Create new folders and files and disposal of old files in accordance with the established retention schedule. • Keep records safe and secure in a proper place. • Maintain archives, ensure that files are properly stored and accessible • Maintain a log of all outgoing files to ensure documents are returned in time. • Service departmental meetings and ensure distribution of working documents to meeting participants. • Ensure confidentiality and non-disclosure of records. • Ensure that a reliable, accurate and efficient filing system is maintained in line with the Archives and Records Management Policy. • Provide answers to queries by searching and retrieval of records. • Maintain records system of files movements within the office;

Academic Requirements and Relevant Experience

• A minimum of Diploma in Office Management/Administration or Records Management from a recognized institution with 3 years relevant work experience in Registry/Records Management or clerical duties. • Candidates holder of a bachelor degree in Office Management/Administration or Records Management from a recognized institution is required to have 1 year relevant experience in Registry/Records Management or clerical duties.

Required Skills

• Sound planning and organizational skills • Excellent verbal and written communication skills. • Capacity to work under pressure • Time management capabilities • Ability to maintain confidentiality and non-disclosure of information. • Competence in the use of standard software such as MS Word, Excel, PowerPoint, etc. • Ability to work in multi-cultural team • Proficiency in one of the AU official working languages (French, English, Portuguese, Swahili, Spanish, and Arabic) and fluency in another AU language(s) is an added advantage

Leadership Competencies

Developing Others:

Flexibility

Risk Awareness and Compliance

Core Competencies

Teamwork and Collaboration

Accountability awareness and Compliance

..Learning Orientation

Communicating Clearly

Functional Competencies

.Job Knowledge Sharing

Task Focused

Continuous Improvement Awareness

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TENURE OF APPOINTMENT:

The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.

GENDER MAINSTREAMING:

The AU is an equal opportunity employer and qualified women are strongly encouraged to apply.

REMUNERATION:

Indicative basic salary of US $ 11,071 (GSA3 Step1) per annum plus other related entitlements, and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US $ 3,300.00 per child per annum for locally recruited staff.

**Applications must be submitted no later than 17 July 2026 23h59 GMT

-Only candidates who meet all job requirements and are selected for interviews will be contacted.**

**-Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), an African passport, and the required academic qualifications, such as Diplomas, Bachelor's degrees, Master's degrees, and any relevant certificate in line with the area of expertise.

-This position is for national of Ghana or any African nationality who are based in the country with a resident permit.**

Requisition ID: 3009