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Headquartered in Nairobi, Kenya, icipe was established in 1970, to address this very paradox of insects and accompanying challenges. The Centre’s mission is to use insect science for sustainable development, to ensure food security and improve the overall health of communities in Africa by addressing the interlinked problems of poverty, poor health, lo...
Ref. No. NRS/177/102016
Overall Purpose of the Job: To provide administrative and programme management support to the programme staff for efficient and smooth running of the programme management office (PMO).
Responsibilities
- Create and manage electronic and manual filing systems, and maintain and update files and records, archiving and storage.
- Facilitate and keep track of documentation approvals and dispatches to and from PMO and other administrative offices/departments within and outside host institution.
- Support in planning and organising internal and external meetings, workshops and other events (e.g. folders and materials, registration forms, workshop programmes and name tags, follow up on payments and settlement of working advances, documentation and filing of proceedings).
- Actively participate in programme meetings and support minute taking and archiving of proceedings.
- Support the programme management team in follow-up of action points.
- Assist in preparing programmatic meeting materials.
- Anticipate and facilitate the programme’s inventory needs to ensure smooth operations within the PMO in conjunction with relevant departments within host institution.
- Handle maintenance of office assets and keep an inventory of equipment and procured supplies.
- Coordinate all staff travel arrangements and logistical support in conjunction with the relevant departments at host institution, including handling of travel requests and travel expense reports, accommodation and working advances.
- Coordinate logistics for programmatic events, including workshops, conferences etc.
- Respond to routine correspondence, and handle e-mail, telephone communication, requests, enquiries and other communication systems and processes to appropriate parties.
- Establish and maintain a key contact database and email list of all project teams and partners, collaborators and other stakeholders.
Requirements / Qualifications
- Bachelor’s degree in business administration, office management, project management or related discipline.
- At least five years’ experience in programme and office administration in a busy environment, e.g. international organisation or NGO.
Core competencies
- Event management experience will be highly desirable.
- Ability to communicate effectively verbally and in writing is a strong requirement.
- Customer service experience and public relations skills would be an added advantage.
- Excellent computer skills and proficiency in MS Office (Microsoft Word, Excel and Outlook), and working with databases.
Other desirable attributes
- Excellent organisational skills, attention to detail, time management, ability to multiple task, define and set priorities, and problem solve.
- Strong ability to anticipate and plan ahead, and take personal initiative, work both independently and as a team member, and collaborate and coordinate with others.
- Excellent interpersonal skills and ability to work under pressure.
Reporting
This position reports to the Finance and Administration Officer.
The selected candidate should be available to start as soon as possible.
Applications will be accepted up to 4th November 2016, or until the position is filled, whichever is earlier.
Interested applicants should submit:
(a) a confidential cover letter,
(b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and
(c) a statement illustrating suitability against the listed qualifications/competencies/abilities, and skills.
Candidates are required to apply online through the link below.
icipe is an equal opportunity employer. It fosters a multicultural work environment that values gender equity, teamwork, and respect for diversity.
Interested and qualified? Go to
icipe - African Insect Science for Food and Health on recruit.icipe.org to apply
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