Main Function
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 of a Administrative Assistant (AU-IBAR)
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 of an Administrative Assistant
(AU-IBAR)
- 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.
Leadership Competencies
- Developing Others
- Flexibility
- Risk Awareness and Compliance
Core Competencies
- Teamwork and Collaboration
- Accountability awareness and Compliance
- Learning Orientation
- Communicating Clearly
Functional Competencies
- Trouble shooting
- Job Knowledge and Information Sharing
- Task Focused
- Continuous Improvement Awareness
How to
Apply
