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

Job Description

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.