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.
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.
How to Apply
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 to procurement@au-ibar.org with
a copy to millicent.ngayo@au-ibar.org
The
deadline for submission of applications is 29 September 2025 at
23:45 hrs Nairobi Local Time (EAT).
Applications
Should Include the Following
- A filled Application Form (form is attached);
- Detailed curriculum vitae;
- Detailed curriculum vitae with names and contact
details of professional referees (reference letters may be provided)
- Completed declaration on exclusion criteria in
the format attached; and,Copies of identification documents.
- Demonstration / Proof of proficiency in both
written and spoken English and French
