Business Support Assistant I (Administration Assistant) at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

To provide administrative support to the DMMG Unit and to facilitate the daily unit activities like meetings, workshops, training, visitors, requisitions, etc.

Specific Duties

•  Handles maintenance of office assets and keeps an inventory of equipment, vehicles and procured supplies.
•  Prepares and maintains lists of staff, visiting scientists, consultants, students, and interns in the Theme/Programme.
•  Share upcoming department events with the communication unit.
•  Creates and manages electronic and manual filing systems, maintains and updates files and records, archiving and storage.
•  Responds to routine correspondence, and handles e-mail, telephone communication, requests, inquiries, and other communication systems and processes to appropriate parties.
•  Performs all administrative tasks like travel arrangements, requisitions, etc. for all DMMG unit projects.
•  Support in the planning and organizing of all internal and external DMMG unit meetings, trainings, workshops, and seminars.
•  Participates in meetings when needed and assists in the preparation of minutes.

Requirements/Qualifications

•  Diploma in a relevant field.
•  At least 1 year of work experience in an administrative role.
•  Background in finance, procurement or communication is an added advantage.
•  Excellent computer skills, particularly Microsoft Office.

Other Desirable Attributes

•  Ability to act independently with minimal supervision.
•  Highly organized and able to multitask.
•  Effective time management and scheduling skills.
•  A basic level of judgment and problem-solving skills are required to assist the DMMG unit team in planning and arranging for internal and external meetings, and handling their travel needs, requisitions, and other travel documents.
•  Efficiency in responding to the DMMG unit's administrative needs and asset management.
•  Handling travel requests and travel expense reports, accommodation, and travel advances.

Reporting

• This position reports to the Senior Business Support Officer I (Project Support Officer)

Applications willbe accepted upto 23 rd January 2024.