The Administrative Assistant will be responsible for planning, implementing and managing administrative and procurement related activities. Moreover, she/he will be responsible for managing communication and accounts related activities.
Specific Responsibilities
Administrative
Filing and archives: maintaining accurate and tidy files, electronic filing and archiving system and filing indexes
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)
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
Procurement
Assess procurement requirements, prepare procurement plans, draft specifications and initiate procurement process ;
Assist to prepare procurement / tender documents for RFQs, RFPs;
Arrange evaluation committee meetings to evaluate tenders and quotation documents as and when required;
Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors;
Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with the AU-IBAR Procurement unit and follow up with vendors;
Prepare reports on procurement for project management, RECs and Line Ministry and others.
Perform any other duty as may be assigned by Project officer and the Procurement Officer
Key Deliverables
Provision of administrative and logistical support to cross-functional project teams.
Organized travel and accommodation arrangements for project-related activities, including meetings, workshops, and conferences.
Accounts of stakeholders convenings and communication such as meetings, workshops, and events organized, including attendee lists, agendas, and outcomes are well maintained.
Adequate support to procurement processes for the project has been provided and documentation properly compiled for action.
An organized digital and physical filing system maintained for all relevant correspondence, stakeholder information, procurement etc.
Duration and Location
The duration of this consultancy is six (6) months, which may be renewed subject to satisfactory performance and availability of funds. The successful consultant will be based in AU-IBAR offices in Nairobi, Kenya and will be required to maintain the AUC office hours.
Remuneration
The remuneration for this Consultancy shall be an all-inclusive monthly fee equivalent to GSA-5 on the AUC Salary Scale (US$ 1,641 to US$ 1,891 per month).
The consultant will be responsible for his/her medical and travel insurance cover for the duration of the consultancy. Expenses for travel on official missions will be covered separately by AU-IBAR in accordance with the applicable African Union Commission rules and regulations.
Supervision
The Consultant will work under the technical supervision of the project coordinator and the procurement officer with overall oversight from the Director of AU-IBAR.
Requirements
Qualifications
The successful applicant should have a minimum of a bachelor's degree Administration, Procurement, Logistics, Business Management, Business Administration Supply Management, International Business or related/similar fields or any other related discipline.
General Experience
At least 3 years accumulated work experience performing administrative and procurement functions.
Demonstrated knowledge and competence in administrative and clerical work.
Experience in procurement of goods and services.
Experience in a multi-cultural environment in Africa.
Demonstrable experience in effective communication with and presentation to external and internal partners.
Experience in maintaining records and documentation within established compliance or regulatory frameworks.
Specific Experience
Work experience in African Union institutions or other intergovernmental organizations will be an added advantage.
Experience in working with various organizations, departments, developing and maintaining strong working relationships with key stakeholders.
Experience in supporting administrative, procurement and financial activities of donor funded projects in Intergovernmental or non-governmental organizations.
Experience in conducting inventory or stock taking of issues relating to administration and procurement activities.
Working experience in AU member states in related administrative functions or procurement related duties.