Executive Assistant at International Centre of Insect Physiology and Ecology - ICIPE

Job Detaiks

• 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.

Qualifications

• 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

Terms of Appointment

This position is at job level HG 14 and open to Kenyan nationals only. The position is a 3-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances

• Oversee the coordination of driver’s routine daily errands to ensure smooth flow of transport service.
• Ensure Driving License, inspection stickers and insurance are always valid and displayed as per the policy.
• Ensure that TAs are accurately filled by the drivers and approved before going on field trips and that liquidations / surrenders are done within a reasonable time after the trip.
• Verify and approve driver’s overtime through the OCS System and recommend action to the supervisor/s as appropriate.
• Ensure that accident reports and documentation is correctly filled out; submit the reports to the Insurance Company and follow-up on claims to completion for both pool/project vehicles.
• Receive defect/check list reports from driver’s and advise the senior team on service/repair needs and facilitate the process of taking the vehicles to garage and do a follow and ensure they are back to the pool within a reasonable time.
• Oversee preparation of fuel/ vehicle recharge reports through the OCS System and do a follow up with Finance to ensure the amount is credited in the transport account.
• Carry two coaching sessions to assess abilities, skills, concerns, strengths, weaknesses and negotiate measurable performance target levels for the supervised team.  At the end of every year, carryout performance evaluation for the drivers, transport assistant and vehicle cleaner.
• Monitoring the service providers to ensure that they provide efficient services and maintain good standards of the vehicles and do follow up on the renewal of their contracts oversee the payment of their invoices.
• Replenish both pool/project vehicles fuel cards through Total Kenya to ensure the card always has enough fuel.

• Support change management at ILRI Transport Unit and Carry out other duties as may be allocated by the Senior Logistics and Stores Officer.

Qualifications

• Degree in Business Administration or related field.
• At least 5 years’ experience in a similar position preferably from a Diplomatic organization.
• Valid Driving Licence will have added advantage.
• Proficient in MS Office Applications.
• Strong organizational skills.
• Excellent communicator in both written and spoken English.
• Experience in customer service soft skills.
• Innovative and analytical skills.
• Good intuition to make crucial judgements.
• Excellent interpersonal skills.

Terms of Appointment

This position is at job level HG 14 and open to Kenyan nationals only. The position is a 3-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances