Manager, Coordination and Operations at icipe - International Centre of Insect Physiology and Ecology

The overall purpose of the job

This role will manage and provide administrative services of a confidential nature to the Interim Deputy Director General, Corporate Services (DDG, CS). It will assist in coordinating strategy development and the oversight of the Corporate Services function covering Finance, Human Resources, Information Technology, Procurement, Fleet Transport, Security, and support organization-wide institutional risk management and policy formulation.

Specific Duties:

•  Manage the daily schedule of the Interim Deputy Director General, Corporate Services e.g., meeting agendas and documentation, appointments and travel.
•  Facilitate implementation of proper control processes amongst all Units under Corporate Services.
•  Review all policies owned by Corporate Services and coordinate amendments suggested by stakeholders for approval through the Interim DDG, Corporate Services.
•  Coordinate the reported risks associated with the functions under Corporate Services to enable closure of such risks.
•  Be responsible for keeping track of respective management information system (MIS) dashboards providing details to the Interim DDG, Corporate Services on a timely basis.
•  Monitor and control the closure of audit recommendations while maintaining confidentiality.
•  Coordinate with the Human Resources Unit the monitoring of contract renewals and probation confirmations.
•  Monitor open purchase orders and their ageing.
•  Prioritize tasks, meetings, and actions by following up on strategic decisions arrived at from time to time. internal and external communication,
•  Assist with monitoring donor reporting timelines.
•  Facilitating scheduling of unit townhalls with each of the corporate services functions

Requirements/Qualifications

•  Preferably a master’s degree in business, administration, or any other related field.
•  A minimum of at least 15 years of experience of which 5 years should be in a similar role handling similar responsibilities for senior executives.
•  Knowledge of accounting is an added advantage.
•  Experience of coordinating closure of internal audit recommendations.
•  Experience of coordinating Risk Management for Corporate Services.
•  Experience of supporting the finance function as and when required in basic operations.
•  Experience in a multi-cultural environment in a similar role.
•  Ability to interact with and manage senior management.
•  Maintaining data confidentiality is extremely critical.
•  Strong skills in written and oral communication.
•  Experience in Stakeholder management and ability to adapt to challenging situations.
•  A strong team player with excellent interpersonal and organisational skills and pays great attention to detail.
•  Reasonable computer skills, including Microsoft Office suite and software applications for
• Corporate Services function.

Other desirable attributes

•  Make decisions for the activities executed with significant decision-making latitude subject to general managerial direction and guidance.
•  Act as the reference point for various people, provide support, influence others, and ensure adherence to the policies and procedures.
•  Manage single and multiple budgets and provide support to the units.
•  Provide information for use in resource mobilization.
• Contribute to internal and external relations with stakeholders in relation to the scope of activities.

Reporting

This position reports to the Interim Deputy Director General - Corporate Services