Administrative Assistant at African Union - InterAfrican Bureau for Animal Resources

Purpose of Job

• The African Union Inter-African Bureau for Animal Resources (AU-IBAR), a specialized technical office of the Department of Agriculture, Rural Development, Blue Economy, and Sustainable Environment (DARBE) of the African Union Commission, is mandated to support and coordinate the utilization of livestock, fisheries, aquaculture and wildlife as resources for both human wellbeing and economic development in the Member States of the African Union. The Vision of the AU-IBAR Strategic Plan is an Africa in which animal resources contribute significantly to integration, prosperity and peace. Within the framework of the African Union Agenda 2063, the Livestock Development Strategy for Africa (LiDeSA)environed an inclusive and sustainable livestock economy that significantly contributes to Africa’s transformation and growth.
• Small ruminants constitute an important part of the African livestock and represent a key element in food and nutrition security on the continent. Small ruminants are well adapted to the different agro-ecological zones and production systems in which they are reared. Farming small ruminants provide a safety net for women and youth who are vulnerable to socio-economic shocks and disturbances.
• Production, productivity, circulation, trade and marketing of sheep and goats in Sub-Saharan Africa are constrained by the presence of high impact transboundary animal diseases. Among those, Peste des petits ruminants (PPR) a viral disease affecting only small ruminants and their wild relatives, is the most sensitive one because of its contagiousness and the fatality rate observed.
• .For many years, multiple partners and donors have been supporting various PPR control and eradication in different countries/regions, however, the efforts are still fragmented and inadequately coordinated, achieving limited short-term control of the disease and appear insufficient to hope for an eradication at continental level. Around ten years ago, Rinderpest, a viral disease very similar to PPR but affecting cattle and buffaloes, was successfully eradicated from Africa because of a strong continental coordination that was put in place with the support of the European Union. Now, PPR eradication has become a political objective for the African Union reaffirmed at several occasions. A plan of action and a global strategy has been put in place by the FAO/WOAH joint PPR Secretariat that coordinate the PPR Global Eradication Programme under the umbrella of the GF-TADs.
• AU-IBAR and partners with support of the European Union have developed an Action that aims to define concretely the needs and support for strengthening the continental/ regional actors to respond to the threats of transboundary diseases of sheep and goats in Sub-Saharan Africa (SSA), in particular PPR. The Action will also prepare the governance for coordinating the global PPR eradication in SSA and for coordination at continental level. Finally, the Action will prepare and organize the vaccination strategy needed to eradicate PPR on the basis of the state of play of the various existing initiatives and capacities. 
• This Action should be considered as the first phase to initiate a larger approach to eradicate PPR in Africa in the years to come. It will be used to inform a harmonized continental strategy supported by a theory of change and a comprehensive Business Plan for eradication of PPR. Subsequent implementation phases will entail targeted evidence-based interventions for a time-bound eradication process.
• In seeking to achieve these objectives, the African Union Commission intends to strengthen its capacity and the Commission therefore, invites applicants who are citizens of Member States of Africa Union for the position of an Administrative Assistant to assist the day to day administrative functions and to handle any procurement related issues of the project at the Pan African PPR Secretariat (PAPS) based at the InterAfrican Bureau for Animal Resources (IBAR), located in Nairobi, Kenya

Main Functions

• To provide administrative support, drafting correspondences; support to production of meeting documents, reports, minutes  and other documentations, dissemination to stakeholders and partners
• Organization and management: maintaining the office calendar of activities 
• Maintain inventory of key stakeholders of the project, liaising with relevant stakeholders, sector’s associations etc. with regards to specific assigned tasks 

Specific Responsibilities

• The Admin Assistant will work under the supervision of the Coordinator of Animal Health Unit and the Project Manager of PPR program and the overall oversight of the Director of AU-IBAR. The Admin assistant will be responsible for planning, implementing and managing administrative and procurement related activities. Moreover, she/he will be responsible for managing communication and accounts related activities.
• She/he will have the following specific duties and responsibilities.

Administrative

• Filing and archives: maintaining accurate and tidy files, electronic filing and archiving system and filing indexes
• Travel and conference arrangements: making hotel and travel bookings and preparing travel documents for the office staff, making budgets for workshops and meetings and sharing it with finance team and assist with the Organization of conferences, workshops and meetings (physical and  zoom meetings)
• As may be required, to support procurement activities, financial issues  of the project working in close collaboration with the procurement and finance staff
• Assisting in preparation of reports, presentations, tables, lists, statistics and diagrams
• Monitoring completeness and timelines of documentation and inputs for the development of reports

Procurement

• Assess procurement requirements, prepare procurement plans, draft specifications and initiate procurement process ; 
• Assist to prepare procurement / tender documents for RFQs, RFPs, OTM/ITB etc for NEX procurement;
• Arrange TOC and TEC meeting to evaluate tenders and quotation documents as and when required;
• Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors;
• Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with the AU-IBAR  Procurement unit and  follow up with vendors;
• Prepare reports on procurement for project management, Line Ministry and others.
• Perform any other duty as may be assigned by Project Manager and  the Procurement Officer

Academic Requirements and Relevant Experience

The incumbent should have a

• Bachelor’s degree Administration, Procurement, Logistics, Business Management, Business Administration Supply Management, International Business or related/similar fields or any other related discipline.  
• At least Two (2) years accumulated work experience  performing administrative and procurement functions. 
• Or 
• Diploma in Administration, Procurement, Logistics, Business Management, Business Administration Supply Management, International Business or related/similar fields or any other related discipline.  
• At least three (3) years accumulated work experience  performing administrative and procurement functions. 
• Overall -  Work experience in African Union institutions or other intergovernmental organizations will be an added advantage

Required Skills

• Demonstrated knowledge and competence in administrative and clerical work is required; 
• Strong administrative and analytic skills along with timely procurement of the goods and services. 
• Ability to maintain records, skills of compliance of the goods & services as well as communication and presentation skills are required. 
• Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. 
• Ability to work in a multi-cultural environment 
• Computer and internet expertise is mandatory. Ability for establishing and maintaining good working relationships to facilitate work goals. 
• Evidence of working in multi-cultural environment in Africa
• Able to work independently and in a team 
• Computer skills; Microsoft Office, MS word, Excel, PPT, Outlook
• Proficiency in one of the AU working languages is required, fluency in another AU language and or English in particular is an added advantage.