Senior Records Assistant at the African Union (AU)

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The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organization of African Unity (OAU, 1963-1999). We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Senior Records Assistant
Requisition ID: 1505
Location: Addis Ababa, Ethiopia
Reports to: Mail and Records Officer
Directorate/Department: Office of the Legal Counsel
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA3
Number of Positions: 1
Contract Type: Regular

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 Bachelor’s Degree in Office Management / Administration or Records Management from a recognized institution with 2 years relevant work experience in Registry/Records Management or clerical duties.  


  • A 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. 

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, 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:

  • Trouble shooting
  • Job Knowledge and information sharing
  • Task Focused;
  • Continuous Improvement Awareness;


  • Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage

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

Indicative basic salary of US$ 11,071.00  (GSA3 Step1) per annum plus education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of USD $3,300 per child per annum for recruited staff).

Application Closing Date
15th December, 2022.

Method of Application
Interested and qualified candidates should:
Click here to apply online


  • Only candidates who have met all the requirements of the post and have been selected for an interview will be contacted.
  • Only applications registered online with a complete curriculum vitae (CV) attached will be considered.
  • The Africa Union is an equal-opportunity employer, and female candidates are strongly encouraged to apply.


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