Project Assistant

Purpose of Job

The Food Systems Resilience Program for Eastern and Southern Africa Project (FSRP) is funded by the World Bank with the objective to increase the resilience of food systems and preparedness for food security in targeted parts of Eastern and Southern Africa.

Main Functions

Under the overall guidance and supervision of the FSRP Project Coordinator, the FSRP Administrative Assistant supports the Project Team/PIU in all administrative tasks in support of project implementation.

Specific Responsibilities

The Administrative Assistant will:

• Organize internal & external meetings (invites/meeting room/catering)
• Draft memos and required documents for review and approval
• Manage the billing process in collaboration with the Procurement and Finance Officers
• Prepare, review, manage, and coordinate finalizing invoices
• Generate and implement ideas for continuous improvement on systems and processes
• Organize and manage daily activities for the FSRP Project Coordinator and members of the PIU
• Schedule conference rooms and arrange meetings and events
• Prepare timesheets and other required administrative documents
• Prepare all necessary documents for events, including liaising with the Travel Unit
• Participate in annual project reviews and planning workshops
• Organize international/inter-governmental meetings and conferences
• Perform any other duties as assigned by the supervisor

Academic Requirements and Relevant Experience

Candidates should have:

• A Bachelor’s degree in procurement or related field with at least 2 years of relevant experience
• A Diploma in procurement or related field with at least 3 years of relevant experience
• Experience in working in the context of large and complex development projects

Required Skills

The following skills are required:

• Excellent interpersonal skills
• Sound planning and organizational skills
• Proficiency in one of the AU working languages; fluency in another AU language is an added advantage

Skills Required:

• Procurement / Purchasing