Project Administrative Assistant at African Union - InterAfrican Bureau for Animal Resources

Objectives

• Under the direct supervision of the APMD Platform Coordinator at AU-IBAR, the Administrative Assistant” will work across the platform multi-functional team to support the successful implementation and operationalization of the Platform.

Main Functions

• Project administrative and logistics
• Documentation and recording
• Stakeholder engagement
• Effective communication for knowledge sharing

Key Responsibilities

• Collaborate and support cross-functional project teams, providing necessary administrative and logistical support to ensure project activities are effectively executed.
• Organize, coordinate and manage the project team’s calendar of activities
• Travel and conference arrangements: organise hotel and travel bookings; prepare requisite travel documents for meeting attendees (internal & external); in collaboration with the Finance team, prepare budgets for workshops and meetings; support the organisation and execution of meetings, workshops and conferences whether virtual or in-person.
• Execute key administrative tasks, such as document management, preparation of correspondence, management of stakeholder’s data, scheduling, logistics coordination, support to preparation of technical documents, meeting reports/ minutes, presentations, tables, lists, statistics and diagrams etc.
• Support day to day operational needs related to stakeholder communication, engagement, and partnership building including supporting the dissemination of relevant documents and materials in accordance with a specific assigned task.
• Assist the knowledge Management expert /officer in the preparation, sharing and dissemination of information and messaging related to pastoral sector marketing
• Assist with the financial tracking, and record keeping on the project expenditure.
• Filing and archives: maintaining accurate and tidy files, electronic filing and archiving system and filing indexes.
• Monitoring completeness and timelines of documentation and inputs for the development of reports.
• Follow-up on progress of studies, outsourced to consultants for timely delivery.
• Perform any other duties as may be assigned by the supervisor.

Key Deliverables

• Provision of administrative and logistical support to cross-functional project teams.
• Organized travel and accommodation arrangements for project-related activities, including meetings, workshops, and conferences.
• Effective provision of operational support for stakeholder engagement, including but not limited to meeting coordination and execution, stakeholder outreach, stakeholder communication, etc.
• Accounts of stakeholders convenings and communication such as meetings, workshops, and events organized, including attendee lists, agendas, and outcomes are well maintained.
• An organized digital and physical filing system maintained including correspondence, stakeholder database, records or copies of project reports and outputs, capacity building materials and programs, and copies of procurement processes retained.
• Documentation of regular technical / financial / procurement / capacity building documents and reports outlining the execution of project activities, timelines, budget expenditure and responsible parties.
• Documentation of marketing strategies and materials related to pastoral sector.

Duration

• The duration of this consultancy is Six (6) months, which may be renewed subject to satisfactory performance and availability of funds.

Location

• The Consultancy will be based in AU-IBAR offices in Nairobi, Kenya and will be required to maintain the AUC office hours.

Remuneration

• The remuneration for this Consultancy shall be an all-inclusive monthly fee equivalent to GSA-5 on the AUC Salary Scale and shall not exceed US$ 1,888 per month.
• The expert will be responsible for his/her medical and travel insurance cover for the duration of the consultancy. Expenses for travel on official missions will be covered separately by AU-IBAR in accordance with the applicable African Union Commission rules and regulations.

Supervision

• The Consultant will work under the technical supervision of the project coordinator and the administrative supervision of the Senior Human Resources and Administration Officer in AU-IBAR.

Requirements

Qualifications

• The successful applicant should have a minimum of a first level university degree in administration, social science or gender studies or a related field.

General Experience

• At least two (3) years cumulative experience performing administrative or related functions in an international organization or multi-cultural environment.
• Minimum three (3) years’ experience working in international organization or multinational firm with operation and projects implemented in multiple countries.
• Experience in taking minutes and preparation of meeting reports.
• Post-qualification working experience, including internship or consultancy in reputable African organization / firm or related functions (administrative services), as well as performing human resource related functions.

Specific Experience

• Minimum of Three (3) years of progressive work experience in project administration, for donor funded projects in multiple-national organization. Priority will be accorded to applicants who have demonstrated experience in projects that incorporate gender dynamics and/or marketing activities.
• Previous experience in supporting project/program operation and implementation. Priority will be accorded to applicants with experience in project / programs supporting agriculture / livestock or pastoral sector.
• Demonstrable experience in planning technical workshops and meetings involving stakeholders at continental, regional, and national levels in Africa.
• Experience in conducting inventories, filling and documentation of activities / reports in issues relating to administration and procurement, as well as maintaining database on relevant stakeholders.
• Record of experience in liaising or communication with African stakeholders.

Other Essential Skills and Experience

• Demonstrated knowledge and competence in administrative and clerical work is required.
• Demonstrated ability to build relationships and work collaboratively with cross-functional teams and external counterparts is required.
• Excellent written and verbal communication skills in English, or more of AU Official language
• Able to work independently and in a team
• Proficiency in one AU official languages; second language will be considered as an advantage.
• Computer skills; Microsoft Office, MS word, Excel, PPT, Outlook.