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

Overall Purpose of the Job

• To provide high-level project management support to the Vector Atlas PI, scientists, staff, consultants, students, and interns for efficient and timely implementation of the project’s activities.

Specific Duties

• Coordinate logistical and content aspects (i.e., maintain GANTT charts) of project management activities, including ensuring smooth execution of events such as seminars, workshops, and training activities and producing progress charts and documents on demand.
• Ensure documentation management regarding meetings and trainings and help compile and share minutes and perform filing.
• Support effective internal and external communications among project stakeholders as well as researchers, trainers, policymakers, and partner institutions.
• Prepare reports, presentations, and other project-related documents, ensuring alignment with project objectives and stakeholders’ requirements.
• Assist in organizing the availability of necessary resources to facilitate learning sessions and project implementation skill development.
• Coordinate the planning and organising of internal and external meetings 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 proceedings).
• Processes and makes follow-up on project payments, including partner disbursement and other payments, and maintains a database of the same for ease of reference and follow-up.
• Coordinate all matters pertaining to travel advances, cross-checking, and accountability of employees within the unit.
• Facilitate staff and student recruitment and renewal of contracts.

Requirements/Qualifications

• Bachelor’s degree in a science-related course or its equivalent.
• Excellent organizational skills, attention to detail, time management, ability to multitask, define and set priorities, and problem-solving.
• Effective communication and writing skills, taking notes and report writing.
• Experience facilitating teamwork and collaboration with partners at all levels.
• Strong ability to anticipate and plan ahead, 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.
• At least 2 years’ experience in project implementation, documenting reporting experience in an NGO setting