Senior Records Assistant

Location: Accra, Ghana
Employment Type: Full-Time
Application Deadline: 17th July 2026

About the African Union

The African Union (AU) is a continental organization comprising 55 Member States that represent the countries of Africa. The AU is dedicated to promoting unity, sustainable development, peace, security, and prosperity across the continent. Through its institutions and specialized agencies, the African Union works to advance Africa’s development agenda and strengthen cooperation among Member States.

We are seeking a highly organized, detail-oriented, and committed professional to join our team as a Senior Records Assistant. This position offers an exciting opportunity to contribute to effective records and information management within a dynamic, multicultural environment while supporting the operational objectives of the African Union.

Position Summary

The Senior Records Assistant will provide operational and administrative support in records management, document control, correspondence handling, and archival administration. The successful candidate will ensure the integrity, accessibility, confidentiality, and efficient retrieval of records in accordance with established records management policies and procedures.

Key Responsibilities

Operational Support

The successful candidate will:

• Provide timely operational and administrative support to the department.
• Implement assigned operational activities and provide progress updates.
• Assist in coordinating logistical arrangements and activity implementation.
• Liaise effectively with internal and external stakeholders.
• Follow up on meeting decisions, action points, and correspondence outcomes to ensure implementation.
• Prepare routine office communications and compile information for reports.
• Support the development, improvement, and maintenance of records management systems.
• Monitor the availability and maintenance of office facilities, equipment, and materials.

Records Management and Registry Functions

The successful candidate will:

• Receive, register, process, and distribute incoming and outgoing correspondence.
• Scan, digitize, and electronically archive incoming records and documents.
• Sort, organize, maintain, store, and retrieve records accurately and efficiently.
• Create and maintain electronic records classification systems.
• Ensure records are categorized and managed according to approved file plans.
• Maintain physical and electronic records, including personnel, financial, legal, and confidential files.
• Capture and verify metadata for records uploaded to electronic records management systems.
• Create new files and folders and dispose of records in accordance with approved retention schedules.
• Safeguard records and ensure their security and integrity.
• Maintain archives and ensure records remain accessible when required.
• Track file movements and maintain accurate records of borrowed files.
• Support departmental meetings by preparing and distributing meeting documentation.
• Maintain strict confidentiality and ensure compliance with information security requirements.
• Ensure filing systems remain accurate, reliable, and compliant with organizational policies.
• Respond to records-related inquiries through timely retrieval and provision of information.
• Maintain accurate records of document movement within the office.

Qualifications and Experience

Applicants must possess:

• A minimum of a Diploma in Office Management, Office Administration, Records Management, or a related field from a recognized institution, with at least three (3) years of relevant experience in records management, registry operations, or clerical administration.

OR

• A Bachelor’s Degree in Office Management, Office Administration, Records Management, or a related field from a recognized institution, with at least one (1) year of relevant experience in records management, registry operations, or clerical administration.

Required Skills and Competencies

Technical Skills

• Strong planning and organizational skills.
• Excellent written and verbal communication skills.
• Ability to work effectively under pressure and manage competing priorities.
• Strong time management and attention to detail.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Ability to work effectively within multicultural and diverse teams.
• Proficiency in one of the African Union’s official working languages (English, French, Portuguese, Spanish, Swahili, or Arabic). Knowledge of an additional AU language will be an advantage.

Leadership Competencies

• Developing Others
• Flexibility
• Risk Awareness and Compliance

Core Competencies

• Teamwork and Collaboration
• Accountability and Compliance
• Learning Orientation
• Clear and Effective Communication

Functional Competencies

• Job Knowledge Sharing
• Task Focus and Execution
• Continuous Improvement Awareness

How to Apply

Interested applicants should apply online by clicking on the application button and submit the following documents:

• Curriculum Vitae (CV)
• Relevant Academic and Professional Certificates
• Cover Letter

Only shortlisted candidates will be contacted.

The African Union is an equal opportunity employer and encourages qualified candidates from diverse backgrounds to apply.