Temporary Administrative Assistant- Maternity Cover at World Agroforestry Centre (ICRAF)

Overview

• The purpose of this job is to assist IRD representative, staff and partners in their administrative, management and accounting activities under the authority of IRD East Africa Representative.

Duties and responsibilities
Administration

• Assist in planning, organizing, coordinating internal and external representation activities.
• Receive, screen and follow-up on representation correspondences and provides background information.
• Update IRD Data bases (missions, partners, students)
• Ensure adequate filing system (hard and electronic) and archive of institutional documents (contracts, MoU)
• Write documents, letters, minutes and notes and distribute to the concerned parties.
• Coordinate the use and the maintenance of office equipment and vehicles.
• Follow up on procedures.

 Human Resources 

• Input documents to the shared folder/space,
• Assist IRD staff in implementing their mission in East Africa (Visas, research permits)
• Follow-up on leaves and absences of local staff.
• Draft leave decisions for expatriate and local permanent staff.

 Management and accounting. 

• Collect adequate accounting documents for travel reimbursement, in relation with the accounting office.
• Organize procurement for IRD in relation with ICRAF services and/or direct suppliers.
• Organize accommodation, air tickets, local transport, banking and any other requirements of IRD international staff and partners.

Education, knowledge and experience

• Bachelor’s degree in business administration, project management or Finance/Accounting/Economics or related field.
• 3 years’ experience in general administration.
• NGO experience is a must.
• CPA is an added advantage.

Personal attributes and competencies

• Excellent organizational skills
• Computer skills, especially office software
• Good communication skills
• Ability to synthesize and analyze information and translate into table
• Autonomy while being accountable for one's work.
• Good written and oral expression
• French knowledge is an added advantage

The application deadline is 16 Jun, 2023