Individual Consultancy Service – Project Administrative Assistant
2025-11-25T05:10:59+00:00
African Union - InterAfrican Bureau for Animal Resources
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https://www.au-ibar.org/
FULL_TIME
Nairobi
Nairobi
00100
Kenya
Professional Services
Management, Environment, Science & Engineering
2025-12-18T17:00:00+00:00
Kenya
8
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.
Qualification
The successful candidate should have a Bachelors' degree in Administration or related disciplines including procurement.
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.
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.
JOB-69253a6396db1
Vacancy title:
Individual Consultancy Service – Project Administrative Assistant
[Type: FULL_TIME, Industry: Professional Services, Category: Management, Environment, Science & Engineering]
Jobs at:
African Union - InterAfrican Bureau for Animal Resources
Deadline of this Job:
Thursday, December 18 2025
Duty Station:
Nairobi | Nairobi | Kenya
Summary
Date Posted: Tuesday, November 25 2025, Base Salary: Not Disclosed
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JOB DETAILS:
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.
Qualification
The successful candidate should have a Bachelors' degree in Administration or related disciplines including procurement.
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
Interested in applying for this job? Click here to submit your application now.
Applications should include the following:
- Detailed curriculum vitae (CV) and brief cover letter.
- Copies of academic and professional certification documents.
- Declaration on exclusion criteria (see format attached).
- Identification documents.
- A Personal Data Protection and Privacy Statement is attached as information for the applicants.
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