Terms of Reference: Recruitment of Administrative Assistant for APIA  (Individual Long-term Consultant)

  1. Background: 

The establishment of an Adaptation Project Preparation Incubator for Africa (APIA), geared towards incubating projects preparation for implementation of climate actions in Africa with an emphasis and on developing the capacity of African direct access entities (DAE) to expand adaptation investments, has been decided. The action is underpinned by adaptation priorities identified nationally and through regional convening, building on AAI existing and ongoing efforts as a continental platform. 

AAI in collaboration with UCLG Africa, is dedicated to enhancing climate resilience in Africa through the incubation and implementation of climate adaptation projects. ULCG Africa is therefore seeking a qualified and detail-oriented Administrative Assistant to join the team of the Adaptation Project Incubator for Africa (APIA).  

2. Objectives of the Position:  

The Administrative Assistant will be responsible for providing efficient administrative support to ensure the smooth functioning of APIA’s day-to-day operations. The role is crucial in maintaining organizational effectiveness and supporting the implementation of climate-resilient projects. 

3. Key Responsibilities:  

The Administrative Assistant will be tasked with the following responsibilities: 

  1. Provide general administrative support, including managing emails, phone calls, and inquiries. 
  2.  Assist in organizing meetings, workshops, and events, including scheduling, logistics, and documentation. 
  3. Prepare and distribute internal and external communications, including reports, memos, and other correspondence. 
  4. Maintain and organize filing systems, databases, and records. 
  5. Coordinate travel arrangements and accommodations for APIA staff and stakeholders. 
  6. Assist in procurement processes, including obtaining quotes, processing invoices, and maintaining supplier relationships. 
  7. Manage office supplies, equipment, and maintain a well-organized office environment. 
  8. Collaborate with team members to ensure effective communication and coordination within APIA.                                                                                                                                                                                                                                          4.Qualifications and Experience: 
  1. Diploma or Bachelor’s degree in Business Administration, Secretarial Studies, or a related field. 
  2. Proven experience (at least 2-3 years) in administrative roles, preferably in a project, NGO and international organization setting. 
  3. Proficiency in office software (MS Office suite) and excellent computer skills. 
  4. Strong organizational and multitasking abilities, with attention to detail. 
  5. Excellent written and verbal communication skills in English [and any other relevant languages]. 
  6. Ability to work independently and collaboratively in a fast-paced environment.                                                                                                                                                                                              5. Duration and Location:  

The initial duration of the assignment is twelve (12) months, starting on Monday, 19th of February 2024, with a possibility of extension.The consultant will be based at the Unitied Cities and Local Governments of Africa (UCLG Africa) office in Rabat (Morocco). 

6. How to Apply: Interested candidates should submit their CV, a cover letter and financial proposal, by Monday, 29th of January 2024 to :  

 Roland Georges AMEHOU, Finance Director of the Africa Adaptation Initiative     (AAI) : ramehou@uclga.org with copy to Iyamma PABA SALE, Human Resources Officer of  UCLG Africa : iyamma.p@uclga.org 

7. Selection Process: The selection will be made after evaluation of the candidates’ qualifications and experience.