Individual Consultancy Service – Project Administrative Assistant

The role of the Project Administrative Assistant, an individual consultancy service, involves providing comprehensive administrative and operational support to the African Union - InterAfrican Bureau for Animal Resources (AU-IBAR) project activities. The successful consultant will ensure efficient organization, coordination, and documentation of all project-related tasks, working closely with various internal teams and external stakeholders across the continent.

Tasks and Responsibilities

1. Organization and Management: Maintain the office calendar of activities.
2. Travel and Conference Arrangements:
   • Make hotel and travel bookings and prepare travel documents for the office staff.
   • Make budgets for workshops and meetings and share them with the finance team.
   • Assist with the organization of conferences, workshops, and meetings (both physical and virtual via Zoom).
3. Administrative Support and Documentation:
   • Provide general administrative support, including drafting correspondences.
   • Support the production of meeting documents, reports, minutes, and other documentation.
   • Disseminate documents to stakeholders and partners.
4. Stakeholder Management: Maintain an inventory of key project stakeholders, liaising with relevant stakeholders, sector associations, etc., regarding specific assigned tasks.
5. Filing and Archives: Maintain accurate and tidy files, electronic filing and archiving system, and filing indexes.
6. Contract Management: Keep a record of project staff contracts.
7. Procurement and Financial Support: As required, support procurement activities and financial issues of the project, working in close collaboration with the procurement and finance staff.
8. Reporting Support: Assist in the preparation of reports, presentations, tables, lists, statistics, and diagrams.
9. Monitoring and Follow-up:
   • Monitor the completeness and timeliness of documentation and inputs for the development of reports.
   • Follow up on the progress of studies outsourced to consultants (including Centres of Excellence) for timely delivery.
10. Communication: Dispatch and receive mails (including emails and faxes), maintaining accurate records of all communication, including all outgoing trunk calls.
11. Equipment Management: Cooperate with the relevant services in AU-IBAR, assisting with the procurement of equipment, its maintenance, and keeping it in good working condition.
12. Other Duties: Perform any other duties as may be assigned by the supervisor.

Qualifications and Experience

Qualification: The successful candidate should have a Bachelors' degree in Administration or related disciplines, including procurement.

General Experience: The following experiences are required (Minimum 2 years accumulated experience):

1. At least 2 years accumulated experience performing administrative and/or procurement functions at African Union institutions.
2. Post-qualification working experience, including internship or consultancy in a reputable AU organization or related functions (administrative services).
3. Experience performing human resource related functions.
4. Evidence of working in a multi-cultural environment in Africa.
5. Working experience in AU member states and/or performing administrative functions for project related activities in AU member states in at least four regions of the continent.
6. Experiences in taking minutes and preparation of meeting reports.