Consultancy Service – Project Admin Assistant  Job AU-IBAR

Job Description

Administration Jobs. AU-IBAR Jobs

Objective

To overall objective of recruiting administrative assistant is to provide support to administrative activities of the project ‘Conserving Aquatic Biodiversity in African Blue Economy’.

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Tasks

• Organization and management: maintaining the office calendar of activities
• 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)
• To provide administrative support, drafting correspondences; support to production of meeting documents, reports, minutes and other documentations, dissemination to stakeholders and partners
• Maintain inventory of key stakeholders of the project, liaising with relevant stakeholders, sector’s associations etc. with regards to specific assigned tasks
• Filing and archives: maintaining accurate and tidy files, electronic filing and archiving system and filing indexes
• Keep record of project staff contracts
• 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;
• Follow-up on progress of studies outsourced to consultants (including Centres of Excellence) for timely delivery
• Communication: dispatching and receiving mails (including emails and faxes), maintaining accurate records of all communication including all outgoing truck calls
• Equipment: 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.
• Duration
• Six (6) months, renewable depending on availability of funds and satisfactory performance.

Remuneration

• The monthly Salary Scale is fixed at AU Scale of GSA5-5 (Local); USD 1,888.08

Supervision

• The successful candidate will work under the direct supervision of the Project Coordinator who has the responsibility of approval of reports.

Requirements

Qualification

The successful candidate should have a Bachelors’ degree in Administration or related disciplines including procurement.

General Experience

The following experiences are required:

• At least 2 years accumulated experience performing administrative and/or procurement functions at African Union institutions
• Post-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 Africa
• Working 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.

Specific Experience

• Experience in providing administrative support and procurement functions for donor funded projects, including multilateral organizations (e.g. EU) and country-level (e.g. Nordic countries) at AU-IBAR
• Familiarization with African Stakeholders in the African blue economy sector including aquatic biodiversity, environment, fisheries, and aquaculture sector
• Record of planning technical workshops and meetings involving stakeholders at continental, regional and national levels in Africa performing on issues of on blue economy or ocean governance, fisheries, aquaculture and their aquatic ecosystems.
• Experience in conducting inventory or stock taking stock, issues relating to administration and procurement activities as well as maintaining database on relevant stakeholders in African blue economy sector.
• Record of experience in liaising or communication with African stakeholders in the blue economy sector.

Other Essential Skills and Experience

• Demonstrated knowledge and competence in administrative and clerical work is required
• Able to work independently and in a team
• Proficiency in at least two AU official languages
• Computer skills: Microsoft Office, MS Word, Excel, PPT, Outlook.

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How to Apply

Applications should be submitted through email to: procurement@au-ibar.org with a copy to emmah.boro@au-ibar.org and should include the title “Project Administrative Assistant – Aquatic Biodiversity Project” in the subject of the email.

Applications should include the following:

• Detailed curriculum vitae (CV) and brief cover letter.
• Copies of academic and professional certification documents.
• Technical Proposal (methodology and approach for the assignment – workplan).
• Declaration on exclusion criteria (see format attached).
• Identification documents.

Applications should be submitted to the address given above by 18th December 2025 at 18:00hrs Nairobi Local Time.

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