Administrative Associate III at International Livestock Research Institute (ILRI)

Key Responsibilities

The job holder will work closely with Executive Assistant in the DDG offices to;-

• Provide customer services support to the Deputy Director General offices including managing client visits, managing the office, and responding to calls and inquiries.
• Prepare general correspondence in the DDG offices including memos, letters, and emails.
• Plan and schedule meetings, conferences, and teleconferences, and coordinate with the relevant stakeholders to ensure the smooth running of the same.
• Organize business travel, hotel bookings, accommodation, airport transfers, and visas, processing expense claims and ensuring that they comply with policy and procedure.
• Conduct background research, analysis and collate information to support the preparation of management reporting, communication, and decision-making.
• Attend meetings and prepare minutes, identify actionable items, and follow up to ensure successful completion.
• Identify, determine office needs, and coordinate the procurement of goods and services for the smooth running of the DDG offices.
• Create and maintain information systems and databases including securing information by completing information input and data backups to ensure proper and efficient flow of management information
• Assess and ensure preventive maintenance of office space, equipment, and tools to guarantee safe and secure workspaces.
• Perform any other related duties as may be required

Requirements

• Bachelor’s degree in business administration or relevant field
• Two years of relevant experience with degree or five years relevant experience with a diploma
• Demonstrate proficiency in using Microsoft Office Suite/Internet skills
• Demonstrate ability to create and manipulate spreadsheets 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