Job Title: Project & Administration Assistant
Hiring Organization: AFIDEP
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Research
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 11/08/2023
The African Institute for Development Policy (AFIDEP) is a
regional non-profit research and policy Institute established in 2010 to help
bridge the gaps between research, policy and practice in development efforts in
Africa. The Institute seeks to entrench a culture of evidence-informed
policymaking in public policymaking by supporting governments to address
institutional and systemic barriers to evidence use, growing the community of
practice in evidence-informed decision-making, translating practical evidence,
and providing technical assistance to promote the uptake of the evidence in
decision-making processes.
About The Project
AFIDEP is supporting the Union for African Population Studies in
organising the 9th African Population Conference in May, 2024. The theme of the
conference is “Road to 2030: Leveraging Africa’s human capital to Achieve
Transformation in a world of uncertainty”. Through formal sessions,
roundtables, plenary sessions, and artistic portrayals, close to 800
participants will present on and discuss what transformative actions to 2030
are required to leverage Africa’s population and human capital while
acknowledging that the world is very different from when the global goals were
set in 2015. The African Population Conference (APC) is a platform for
scholars, experts on population issues, researchers, parliamentarians,
government officials, policy makers, and other stakeholders to deliberate on
Africa’s population challenges and solutions. It is the only pan-African
conference for population research that provides Africans and non-Africans
multidisciplinary population scientists the opportunity to deliberate on
critical and emerging issues on population and its impacts on the development of
Africa.
About The Position
We are seeking a dynamic and experienced Project &
Administrative Assistant with at least 3 years’ experience in planning and
organising and academic/scientific conferences and events management. As a
Project & Administrative Assistant, you will play a crucial role in
coordinating project activities, break the project into doable tasks, create
and update workflows, scheduling meetings for the local conference committees
and noting decisions, and preparing updates. You will work closely with the Conference
Coordinator-who will be your Supervisor and you will interact with internal
teams and the UAPS Secretariat in Ghana to ensure seamless event management
from start to finish.
The position will be based at AFIDEP’s Malawi office.
Key Responsibilities
Logistics Management
Collaborate
with the Conference Coordinator and assist with logistical arrangements for
conferences, including venue selection, flight and accommodation bookings,
conference room setup and audio-visual equipment coordination.
Schedule
meetings of conference committees and note decisions.
Work
closely with service providers to secure services and products, negotiate
contracts, and ensure the services procured meet the event standards.
Liaise
with hotels for accommodation and transport requirements for delegates, and
other logistical details to ensure a seamless event experience.
Support
Conference Catering Committee in planning and managing catering services,
including menu selection, dietary accommodations, and service logistics, to
provide high-quality food and beverage experiences.
Ensure
that all technical equipment are properly installed and operating seamlessly
during the conference.
Coordinate
the setup of exhibition areas, booth placements, and vendor access.
Administrative Support:
Maintain
records, databases, and documentation related to conference planning and
logistics.
Assist in
budget management, expense tracking, and financial record-keeping.
Prepare
and distribute event materials, badges, schedules, and other logistical
materials.
Coordinate
with the Conference Coordinator to address any logistical issues or challenges
that may arise during events.
Support
attendee registration and communication processes, including processing
registrations, responding to inquiries, and sending event information.
Assist
with attendee check-in and provide support for logistics-related inquiries.
On-Site Support:
Provide
on-site logistics support during conferences, ensuring that all logistical
aspects run smoothly.
Be
on-site during conferences to manage logistics and operations.
Oversee
the safety and security of all attendees.
Coordinate
technical support and address technical issues.
Maintain
inventory of event-related supplies and equipment.
Required Qualifications and
Experience:
Bachelor’s
degree in business management or a relevant Social Science.
Must have
at least 3 years’ experience in an administrative support role, with a strong
focus on logistics, event planning, or a related field.
Strong
organizational skills, attention to detail, and the ability to multitask.
Proficiency
in Microsoft Office and office management software.
Excellent
communication and customer service skills.
Excellent
organizational skills with a willingness to take initiative and be proactive in
the procurement process.
Excellent
communication, facilitation, and negotiation skills.
How To Apply
Please submit a detailed CV and
cover letter to recruitment@afidep.org including
the position title “Temp. Project & Administrative Assistant” on the
subject of the email by 12
November 2023. In your cover letter, please highlight your
relevant experience and qualifications, and explain why you are interested in
this position. Your CV should include three relevant referees. Only shortlisted
applicants will be contacted
