Position Title:   SECRETARY (Local) (Short-term)

Grade:  N/A 

Closing Date: 25 September 2026

Departments/Divisions: African Institute of International Law (AIIL)

Supervisor’s Title: Rector

The African Institute of International Law (AIIL) (Institute) is recruiting a Secretary (Short-term) who will report to the Rector. He/She will provide secretarial and administrative support, ensure the day-to-day functioning of the office, coordinate all office management activities, and manage the office’s interface with organizational units and external parties.

Duties and Responsibilities

Under the overall supervision of the Rector, the person will carry out the following duties:

• Organize and manage the secretariat of the Rector.
• Oversee the front office’s document processing, filing, and tracking system.
• Assist in managing and maintaining the Rector’s diary and email.
• Filter and direct incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the Rector’s attention.
• Draft, type and dispatch memoranda, acknowledgement letters and responses to correspondence, and follow up with relevant members of the Front Office team.
• Proofread routine documents prepared for the Rector’s attention and signature, in consultation with relevant members of the Front Office team.
• Schedule meetings between the Rector and key stakeholders within and outside the Institute and compile relevant documentation and briefings.
• Compile engagements, invitations and other requests for weekly diary meetings.
• Coordinate travel and accommodation arrangements and produce a folder with diary and background documents.
• Ensure smooth relay between the Rector’s Office and other complexes, external partners and clients.
• Coordinate necessary arrangements for visitors.
• Provide administrative support to the Rector, including preparation of administrative forms and processing of requests in SAP.
• Provide administrative support to members of the Front Office.
• All other secretarial and administrative duties as required or assigned to the person by the Rector.

THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS
(Incumbents of the post will be considered as local staff and will therefore not have international status)

Selection Criteria (including desirable skills, knowledge and experience)

• A minimum of a Diploma or its equivalent in Business Management, Commerce, Administration, Office Management or related discipline, preferably supplemented with courses in secretarial duties, training/administration/office management, etc.
• Preferably a minimum of four (4) years of progressively relevant and practical experience in an executive office (gained with a large organisation).
• Strong customer service skills, good organisational and planning skills, ability to multitask, attention to detail, and ability to work with a diverse workforce.
• Excellent written and verbal communication skills in English or French, provided that knowledge of the second language will be an added advantage.
• Excellent use of standard software (Word, Excel, Access, PowerPoint, SAP).
• Strong typing skills.
• Excellent sense of initiative, confidentiality, enthusiasm, and team spirit.

Expected assumption of duty: 1st October 2026

Detailed terms and Conditions: Available on request- Email: [email protected]

Only applicants who fully meet the Institute’s requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application and attach a comprehensive Curriculum Vitae (CV) to the email < [email protected] >. The Rector, reserves the right to appoint a candidate at a lower level. The AIIL is an equal opportunities employer and female candidates are strongly encouraged to apply.