Executive Assistant II at International Livestock Research Institute (ILRI)

REF: EA/11/2019

Responsibilities

Executive Management

• Provide quality and high level confidential secretarial support
• Facilitate effective utilization of the DDG’s time, through identifying priority matters
• Assist the DDG with decision making through:
  • Conducting research on assigned topics, drawing on information from across the institute and elsewhere
  • Maintenance and retrieval of information
  • Initiating responses on urgent matters in his absence when appropriate
• Drafting concise written information
• Collation of information and preparation of reports for presentation by the DDG at IMC and Board meetings
• Efficient and timely dissemination of information across the unit and other units/programs in the institute
• Following up on outstanding matters and providing feedback

Administrative Support

• Effective planning and coordination of meetings (from one on one meetings to large group meetings such as IRMC)
• Provision of background information and pre-meeting documents
• Take part in meetings and produce minutes/action points from each meeting

Travel management

• Arrange mission travel and accommodation for the DDG
• Prepare travel expense reports

Budget management

• Prepare and monitor annual budget for the office of the DDG

Project and initiative management

• Manage or engage in projects/initiatives that are a top priority to the DDG
• Engage in task forces solving a specific problem or create materials needed for the DDG’s activities
• Manage small grants and consultancy contracts under the DDG’s budget

Relationship management

• Build effective communications and working relations with all relevant colleagues and other stakeholders

In addition the post-holder will stay abreast of the work of ILRI in general and the Integrated Sciences Directorate in particular and have a full understanding of its core business and the DDG-IS’s role as well as having the flexibility to complete other duties as assigned.

Requirements

• Master’s degree in business, public administration, or a related degree
• At least 5 years of experience in positions that is highly relevant to the Executive Assistant’s role
• Demonstrate proficiency in using Microsoft Office Suite/Internet skills
• Demonstrate ability to create and manipulate spread sheets and databases
• Demonstrate working knowledge of office methods and practices including filing, proofreading, formatting and basic report
• Flexibility to react to real time under very short deadlines
• Strong intuition and ability to anticipate the DDG-IS’s needs and to develop actions and timelines even in the absence of explicit instructions