Consultancy Service: Project Assistant

Introduction

The African Union InterAfrican Bureau for Animal Resources (AU-IBAR) will be leading the implementation of the regional Project “Strengthening Integrated One Health Capacities for Enhanced Pandemic Preparedness and Response in the Lake Chad Basin” funded by the Pandemic fund. The SCOPE project will be implemented across five Lake Chad Basin (LCB) member states namely Nigeria, Niger, Cameroon, Central Africa Republic (CAR) and Chad.  The afore-mentioned project overall goal is to strengthen cross-border capacities for pandemic prevention, preparedness, and response through an integrated and inclusive One Health approach in the Lake Chad Basin. The SCOPE Project will be implemented through three result areas; Result Area 1: By 2029, Enhance capacity for cross-border One Health prevention, detection, notification and response for pandemics in the Lake Chad Basin; Result Area 2: By 2029, strengthen the cross-border governance and coordination mechanisms for inclusive and equitable One Health Systems; Result Area 3: By 2029, foster sustainable innovative financial flows, strategic partnerships and stewardship for PPR in the Lake Chad Basin. AU-IBAR will be working in close partnership with the Economic Community of West African States (ECOWAS), the Economic Community of Central African States (ECCAS) and the Lake Chad Basin Commission (LCBC). 
To support the day-to-day implementation of programme activities, AU-IBAR seeks to recruit a Programme Assistant to provide administrative, logistical, and operational support to the programme team.

Purpose of Job

The Programme Assistant reports to the SCOPE project co-ordinator and provides administrative, logistical, financial, and coordination support to the project team to ensure the smooth day-to-day implementation of project activities, in line with the project's work plan, budget, and donor requirements. The position supports coordination of routine programme management including ensuring timely follow-up of action points, effective record management, and smooth communication among programme staff, Member States, and partners, organizing of project and technical steering committees meetings, SCOPE project planning meetings, documenting and filing of project requisite documents including project mission calendars, quarterly budgets, annual project reports, contracts management, translation of key documents, supporting procurement activities amongst others.

Main Functions

1. Provide operational support for the planning and implementation of programme activities.
2. Organize the project events calendars and support the smooth implementation of the activities.
3. Maintain programme documentation, records, correspondence, and information management systems.
4. Support programme planning, reporting, procurement, travel, and financial administration in accordance with AU-IBAR procedures.
5. Facilitate communication and coordination among programme staff, Member States, and implementing partners.

Specific Responsibilities

Project Coordination & Administrative Support

1. Support the Project Manager/Coordinator in the planning, scheduling, and monitoring of project activities.
2. Maintain the Programme calendar oordinate appointments, and official engagements.
3. Reviewing and managing contracts (Consultancies) to ensure compliance with AU rules and regulations.
4. Track programme schedules, workplans, and key deliverables for timely implementation.
5. Prepare agendas, take minutes, and follow up on action points from project meetings.
6. Maintain project files, records, and documentation in an organized and accessible manner (physical and digital).
7. Co-ordinate compilation, formatting, and distribution of programme reports and technical documents.

Financial & Procurement Support

1. Assist in tracking project budgets and expenditures against the approved work plan.
2. Support procurement processes, including obtaining quotations, preparing purchase requests, and liaising with vendors.
3. Prepare and process payment requests, invoices, and expense reports in line with organizational and donor financial procedures.
4. Maintain accurate financial records to support audits and donor reporting.

Monitoring, Reporting & Communication

1. Support data collection, compilation, and entry for project monitoring and evaluation (M&E) purposes.
2. Maintain organized electronic and hard-copy filing systems for programme records.
3. Assist in drafting progress reports, activity reports, and other project documentation for internal and donor use.
4. Support communication with project stakeholders, partners, and beneficiaries.
5. Draft correspondence, memos, and other communication materials as needed.

Logistics & Operational Support

1. Coordinate in strong collaboration with the project administrative assistant logistics for meetings, workshops, trainings, conferences, and technical missions.
2. Coordinate travel arrangements for project staff and consultants (flights, accommodation, visas, etc.).
3. Support the organization of training sessions, capacity-building activities, and community engagements.
4. Ensure adequate project supplies and materials are available for planned activities.

Other Duties

1. Perform other duties as assigned by the Project Manager/Coordinator, consistent with the objectives of the assignment.

Duty Station

AU-IBAR office based in Nairobi, Kenya with regular travel to participating countries within the Lake Chad Basin region.

Scoring criteria

Criteria	Scores (%)
Qualifications	25
General Experience	25
Specific Experience	35
Other skills	10
Proficiency in language	5
Total	100

Gender Mainstreaming

The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

Academic Requirements

Qualifications

1. A Bachelor's degree in Business Administration, Public Administration, Project Management, Office Administration, International Relations, Development Studies, or a related field.
2. Postgraduate certificate in above fields is an added advantage.
3. Bilingual proficiency in English and French (verbal and written) is an added advantage

General Experience

1. At least five (5) years of progressively responsible experience in programme administration, office management, or project support.
2. At least 5 years’ experience in supporting regional or international development programmes

Specific Experience

1. Proficient in monitoring, evaluation and learning support.
2. At least 5 years’ experience in handling high level delegations of the African Union.
3. At least 5 years’ experience in maintaining programme documentation and administrative records.
4. Experience with contract, procurement and financial management.
5. Experience working with international organizations or development partners is an added advantage.

Competencies

1. Excellent organizational and administrative skills.
2. Strong planning, scheduling, and time management abilities.
3. Excellent minute writing and report preparation skills.
4. Strong interpersonal and communication skills.
5. Ability to coordinate multiple activities simultaneously.
6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
7. Strong attention to detail and ability to work under pressure.
8. Ability to maintain confidentiality and exercise discretion.

Required Skills

1. Strong organizational and multitasking abilities.
2. Proficiency in MS Office (Word, Excel, PowerPoint) and virtual collaboration tools.
3. Good written and verbal communication skills.
4. Basic understanding of budgeting and financial tracking.
5. Experience with M&E data collection is an added advantage

Duration

The project life-span is for three (3) years but the duration of this consultancy is 6 months, renewable subject to satisfactory performance and availability of funds. 
The selected candidate should be available to undertake this assignment as soon as the contract is signed.

Remuneration

The monthly remuneration for this Consultancy is P1 step 5. Expenses for missions will be covered separately in accordance with the applicable African Union Commission rules and regulations.  

Supervision and reporting

The consultant will be under the Direct Supervision of the Project Co-ordinator – SCOPE project with overall supervision of the Director of AU-IBAR.

HOW TO APPLY 

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; and,
iv.    Copies of identification documents.

to the email procurement@au-ibar.org and a copy to albert.obiero@au-ibar.org clearly indicating in the subject line “Project Assistant”. The application deadline is 06th November 2026 at 23:45 Nairobi Local Time.