Bilingual Project Admin Assistant Job AU-IBAR

• 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.

• 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.

• The duration of this consultancy is six (6) months and may be renewed once, subject to satisfactory performance and the availability of funds.

• The Consultancy will be based in AU-IBAR offices in Nairobi, Kenya and will be required to maintain the AUC office hours.

• 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.

• 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.

• 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.

• 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

Corporate Staffing