Project Administrative Assistant – SIDA Project

Background and Rationale

The African Union Inter-African Bureau for Animal Resources (AU-IBAR) is a technical institution under the Department of Agriculture, Rural Development, Blue Economy and Sustainable Environment (DARBE). Its mandate includes supporting and coordinating the sustainable development and utilization of animal resources, including fisheries and aquatic resources, to contribute to food and nutrition security and the wellbeing and prosperity of people in African Union Member States. AU-IBAR works with Member States, Regional Economic Communities (RECs) and relevant regional and continental partners.
The Africa Blue Economy Strategy (ABES) promotes an inclusive and sustainable blue economy, including fisheries and aquaculture, aquatic ecosystem conservation, maritime transport and safety, climate resilience, environmental sustainability, sustainable use of marine and inland-water resources, governance and job creation.
With support from the Swedish International Development Cooperation Agency (SIDA), AU-IBAR is implementing the project “Conserving Aquatic Biodiversity in the Context of the African Blue Economy Strategy”. The project aims to strengthen the policy environment, regulatory frameworks and institutional capacities of AU Member States and RECs to sustainably use and conserve aquatic biodiversity and ecosystems.
The project’s original implementation period ended in December 2025 and has been extended through June 2027. The cost-extension period requires focused administrative support to facilitate timely implementation and completion of planned activities and deliverables by the end of the project. These activities include coordinating stakeholder consultations and meetings, supporting travel and procurement processes, maintaining project records, following up on documentation and consultant deliverables, and liaising with AU-IBAR’s administrative, finance and procurement services. The Project Administrative Assistant will provide dedicated day-to-day support to the Project Coordinator and project team during the remaining implementation period.

Objective of the Assignment

The objective of the assignment is to provide efficient, timely and well-organized administrative and logistical support to the implementation and close-out of the project “Conserving Aquatic Biodiversity in the Context of the African Blue Economy Strategy”.

Scope of Work and Key Responsibilities

Under the guidance of the Project Coordinator, the Project Administrative Assistant will undertake the following duties:

1. Work Planning, Activity Coordination and Project Completion: Maintain the project activity calendar and administrative workplan; coordinate schedules, deadlines and logistical requirements; follow up on agreed actions; and maintain a completion checklist to track outstanding activities and administrative deliverables due by June 2027, including the orderly handover and archiving of project records.
2. Meetings, Workshops, Travel and Stakeholder Coordination: Organize logistical arrangements for physical and virtual meetings, workshops, consultations, conferences and Project Technical Committee and Project Steering Committee meetings. Coordinate invitations, participant lists, venues, virtual platforms, travel and accommodation bookings, travel documentation, attendance records and meeting budgets in liaison with the finance team. Maintain updated stakeholder, partner, consultant and institutional contact databases and facilitate routine communication with AU-IBAR units, RECs, Member State institutions, regional fisheries and environmental bodies, partners and other project stakeholders.
3. Correspondence, Document Management and Records Administration: Prepare and dispatch routine correspondence, invitations and follow-up communications; maintain accurate physical and electronic filing systems for correspondence, contracts, procurement and travel documentation, meeting records, reports, deliverables and other project files; and ensure appropriate document naming, version control, secure handling, retrieval and archiving in accordance with AU-IBAR procedures.
4. Procurement, Finance, Budget and Logistics Support: Assist in preparing and tracking administrative requisitions, purchase requests, travel and workshop documentation, payment-supporting documents and other administrative records. Maintain trackers for planned activities, commitments, travel, workshops and related expenditure documentation, and liaise with AU-IBAR procurement, finance, travel and administrative services to facilitate timely processing and resolve routine documentation gaps. These responsibilities shall not include independently authorizing expenditure, certifying payments or undertaking functions reserved for duly authorized officers.
5. Consultant, Contract and Deliverable Management Support: Maintain trackers for consultancy assignments, contracts, deliverables and submission deadlines; follow up with consultants and relevant technical staff on outstanding deliverables and supporting documentation; flag delays or missing information to the Project Coordinator; and support the administrative processing, documentation and tracking of deliverables in accordance with established procedures.
6. Reporting, Meeting Documentation, Knowledge Management and Office Administration: Support the compilation, formatting and circulation of project progress reports and knowledge products by collecting administrative inputs, maintaining reporting calendars, preparing meeting minutes where assigned, and tracking decisions and action points for follow-up. Maintain records of project equipment, inventory and supplies; assist with equipment and office-support requests; coordinate with relevant AU-IBAR services on the issuance, servicing, return and handover of project assets; and ensure that administrative records and knowledge products are properly organized and archived for project completion.
7. Other duties: Undertake other relevant administrative duties assigned by the Project Coordinator or authorized supervisor in support of the project’s implementation and completion.

Duration of the Assignment

The assignment is for six (6) months, with the possibility of renewal subject to satisfactory performance, availability of funds. Any renewal will be subject to AU-IBAR procedures and the applicable contractual arrangements.

Remuneration

The position is graded GSA5-5, with a monthly remuneration of USD 1,888.08

Reporting and Supervision

The Project Administrative Assistant will report directly to the Project Coordinator who will also have the responsibility for approval of reports. Oversight  supervision will be provided by the Coordinator, Animal Production Unit at AU-IBAR.

Academic Qualifications

A Bachelor’s degree in Business Administration, Commerce or another closely related field. Training or an additional qualification in project management, will be an added advantage.

General Professional Experience

1. At least 5 years of accumulated experience, including internship, performing administrative, finance and or related procurement functions within maritime related regional Institutions or development organizations.
2. Knowledge and proven evidence of communicating and interacting with regional economic communities and specialized regional institutions with mandates on blue economy, fisheries, aquaculture, aquaculture environment in Africa.
3. Record of developing, maintaining or managing database or inventory of National, Regional institutions and Non-governmental organizations in Africa related to fisheries and aquaculture, aquatic biodiversity conservation, environment and blue economy.
4. At least 3 to 5 years working experience in multi-cultural environment in Africa relating to maritime activities.
5. Evidence of preparation of high-level Project meetings, including Project technical and steering committee meetings, and continental stakeholders’ meetings.

Specific Experience

1. At least nine (9) months of demonstrated administrative experience supporting an African Union-executed, donor-funded project, in blue economy development specifically related to fisheries, aquaculture, aquatic biodiversity conservation or environmental management.
2. Demonstrated experience in planning and coordinating meetings, workshops or project events, related to blue economy disciplines,  involving multiple institutions or countries for AU agencies.
3. Proven record of experience in providing administrative support to AU agency implemented projects and programmes, related to blue economy disciplines, in at least 4 AU Member States.
4. Familiarity with AU-endorsed Centres of Excellence, including experience maintaining communication and following up on administrative actions related to their engagement and operationalization.
5. Experience taking or formatting meeting minutes, compiling reports, tracking decisions and action points, and following up on deadlines and outstanding inputs related to blue economy, aquatic biodiversity conservation and environment.

Essential Skills and Competencies

1. Ability to maintain accurate records, handle confidential information appropriately and organize documents for timely retrieval and reporting.
2. Computer proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and experience using virtual meeting platforms such as Zoom and Microsoft Teams.
3. Ability to work collaboratively with technical colleagues and AU-IBAR’s finance, procurement, travel and administrative services while respecting established procedures and approval lines.
4. Proficiency in at least two African Union working languages, including Swahili, as required in the original terms of reference.

Selection Criteria

Applications will be assessed against the requirements and evaluation grid below. The selection panel should apply the approved criteria consistently.

Application Procedures & Application deadline 
The deadline for submission of proposals is 16th November 2026, 23:45 hours, Nairobi Local Time.

Please submit Applications should include the following:

i.    Detailed curriculum vitae;
ii.    Copies of academic and professional qualifications;
iii.    Completed declaration on exclusion criteria in the format attached; 
iv.    Copies of identification documents.

to the email procurement@au-ibar.org and a copy to emma.boro@au-ibar.org clearly indicating in the subject line “Project Administrative Assistant”