Bilingual Project Administrative Assistant- (English & French) at African Union - InterAfrican Bureau for Animal Resources

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.

Requirements

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.