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.
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.