Individual Consultancy Service – Project Administrative Assistant

ABOUT THE COMPANY

AU-IBAR is a specialized technical office of the African Union Commission (AUC), headed by the Director who reports directly to the AUC through the Department of Rural Economy and Agriculture (DREA).

JOB SUMMARY

QualificationThe successful candidate should have a Bachelors' degree in Administration or related disciplines including procurement.General ExperienceThe following experiences are required:At least 2 years accumulated experience performing administrative and/or procurement functions at African Union institutionsPost-qualification working experience, including internship or consultancy in reputable AU organization or related functions (administrative services), as well as performing human resource related functions,Evidence of working in multi-cultural environment in AfricaWorking 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.Experiences in taking minutes and preparation of meeting reports.

RESPONSIBILITIES

Organization and management: maintaining the office calendar of activitiesTravel 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)To provide administrative support, drafting correspondences; support to production of meeting documents, reports, minutes and other documentations, dissemination to stakeholders and partnersMaintain inventory of key stakeholders of the project, liaising with relevant stakeholders, sector's associations etc. with regards to specific assigned tasksFiling and archives: maintaining accurate and tidy files, electronic filing and archiving  system and filing indexesKeep record of project staff contractsAs may be required, to support procurement activities, financial issues of the project working in close collaboration with the procurement and finance staffAssisting in preparation of reports, presentations, tables, lists, statistics and diagramsMonitoring completeness and timelines of documentation and inputs for the development of reports;Follow-up on progress of studies outsourced to consultants (including Centres of Excellence) for timely deliveryCommunication: dispatching and receiving mails (including emails and faxes), maintaining accurate records of all communication including all outgoing truck callsEquipment: cooperating with the relevant services in AU-IBAR, assisting with the procurement of equipment, their maintenance and keeping the same in good working.Perform any other duties as may be assigned by the supervisor.

REQUIRED SKILLS

Procurement, Process development, People management, Office administration, management

REQUIRED EDUCATION

Bachelor's degree