Bilingual Project Administrative Assistant

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, reporting and recording Stakeholder database, communication and 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 data, 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 in the sharing and dissemination of information and messaging related to pastoral sector marketing to various stakeholders.

Assist with the financial tracking, and record keeping on the project expenditure and provide follow up to the project coordinator.

Filing and archives: maintaining accurate and tidy files, electronic filing and hard archiving system and filing indexes.

Monitoring completeness and timelines of the development, review/validation, and documentation of project activities and periodic 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, travel and accommodation, 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 and may be renewed once, subject to satisfactory performance and the 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$ 1,888.00 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 three (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 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 Computer skills; Microsoft Office, MS word, Excel, PPT, Outlook.

Selection Criteria Applications will be evaluated in accordance with the requirements and the evaluation grid below: Criteria Score Qualification 20 General Experience 25 Specific Experience 40 Other Skills 10 Language 5 Total 100 Applicants who meet the technical requirements may be invited for an interview (virtual or in person as is appropriate). Applications are open to individuals of eligible nationalities.

If your career aspirations, qualifications, and experience match the above requirements, please email your application stating “Project Administrative Assistant – APMD” in the subject of the email.

Applications should be submitted via email Applications Should Include the Following i.

A filled Application Form (form is attached); ii.

Detailed curriculum vitae; iii.

Detailed curriculum vitae with names and contact details of professional referees (reference letters may be provided) iv.

Completed declaration on exclusion criteria in the format attached; and, v.

Copies of identification documents.

vi.

Demonstration / Proof of proficiency in both written and spoken English and French.