Jobs at World Agroforestry Centre (ICRAF)

Overview

• The role of CIRAD's regional management, which covers eleven countries in East Africa, is to promote the institution's scientific activities in partnership, and to provide its agents with the right conditions to carry them out. The assistant supports the regional director on these aspects of administrative management and accounting, in conjunction with the central CIRAD services based in France.

Summary of responsibilities

Administrative management

• Administer and supervise the regional office's travel, financial, purchasing (supplies), operations, filing and archiving needs;
• Send and receive letters and emails, review correspondence, attach general information and archive it;
• Assist in planning, organizing and coordinating internal and external meetings
• Assist CIRAD staff in their installation in Nairobi (payment of rent, insurance,
• Assist CIRAD agents on mission, and INRAe and Agreenium staff if requested, in their mission in Kenya and East Africa (housing, banking and other needs).
• Organize and support staff travel, airport transfers, tickets and hotel reservations.
• Ensure and update the security information database which is shared by the regional director with all CIRAD researchers living in or visiting the eastern region (Djibouti, Tanzania, Kenya, Rwanda, Eritrea, Uganda, Sudan and South Sudan, Ethiopia, Burundi, Somalia);
• Update CIRAD missions and other agent movements in the region;
• In partnership with the regional director, monitor project activities, particularly through information and communication on the Cirad-Afora website.
• Manage and organize the regional director's agenda regarding international conference meetings, write minutes in French and English and compile reports

Project Management (in the case of projects directly managed by regional management)

• Monitor project progress and follow up on project team work plans ensuring they are updated and linked to timesheets, including use of the voting book.
• Develop and process consultancy and partnership contracts in accordance with the terms of reference and schedules.
• Review actual results against budget to ensure maximum utilization of budgeted amounts and make recommendations for realignment where appropriate.
• Track, collect and review financial reports and requests for donor funds, maintain records and report on overall financial status. Review financial reports to ensure they are correct, complete, timely and compliant

Budget and Financial Management - Ability to manage general accounting functions such as bank reconciliations, cash management, budget preparation, accounts payable and receivable management and bank reconciliations.

• Administer and supervise financial journals and send monthly financial reports (bank journal and cash journal) to CIRAD headquarters in France.
• Approve all check transactions by receiving calls from the bank for all checks to be debited, and ensure information is correct (i.e. dates and amounts).
• Create and provide a list of funds needed monthly and manage the "call for funds" to CIRAD in France, ensuring that funds are in line with the budget and present them for approval, including cross-checking with budget lines and inform if a budget line has been exceeded.
• Manage the East Africa regional online bank account, petty cash reconciliation accounts and ensure safe custody of all accounting documents, checkbooks and other assets of the organization.
• Manage exchange rates for all funds entering the CIRAD regional bank account by negotiating practiced and competitive exchange rates for the benefit of CIRAD, for all funds received.
• Control payments, verify invoices and requests, and track the status of payments and reimbursements.
• Maintain records and track project progress reports using a notebook/computer file and communicate to the appropriate person the percentage of funds intended for reimbursement.
• In collaboration with the Regional Director, support and monitor budget allocations, propose corrective measures and necessary adjustments at each close of the accounting period.
• Create records and issue invoices for regional expenses as per monthly request, including project-based invoices for researchers.
• Ensure coordination of quarterly rental payments for all researchers and provide support when the agreement is terminated by ensuring all paper processes are properly processed as well as outstanding payments.
• Ensure appropriate review of all proposed payments to ensure that they are all supported by duly authorized supporting documents and are consistent with CIRAD's budget.
• Identify and mitigate risks related to all project expenses and petty cash.

Requirements

• Bilingual proficiency (French and English)
• Administrative management
• Project management
• Management Support
• Budget and financial management

Personal attributes and competencies:

• Analytical skills
• Attention to detail
• Information and communication technology skills

General conditions of employment

• Position recruited locally. CIFOR-ICRAF offers competitive remuneration in local currency based on skills and experience.
• The duty station will be in Nairobi, Kenya , at the CIFOR-ICRAF offices.

Closing date

7 Mar 2024

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Overview

• The Executive Assistant to the Director General of CIFOR-ICRAF operates with a high degree of trust and confidentiality to provide effective and efficient support to the CEO/Director General of ICRAF and the running of the Office of the Director General.

Summary of responsibilities

Strategic Calendar Management:

• Proactively manage the Director General's calendar, prioritizing and scheduling appointments, meetings, and travel arrangements to optimize the DIRECTOR GENERAL's time, ensuring a strategic allocation of resources to high-impact activities.
• Oversee the receipt and response to Director-General’s official invitations.

Effective Communication and Liaison:

• Act as focal point for matters affecting the Office of the Director General, including liaising with the Corporate Secretary, internal units, and external partners on protocol and administrative matters.
• Draft and prepare correspondence and communication material, including internal communiques and letters in coordination with the Chief of Staff and COE.

Strategic Task Prioritization and Follow-up:

• Prioritize tasks, follow up on action items, and manage deadlines, in collaboration with the Chief of Staff, to ensure smooth progress on projects and initiatives which optimize the Director General's workflow and decision-making.
• Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style.

Comprehensive Meeting Preparation and Facilitation:

• Prepare thorough briefing materials, agendas, and minutes for executive meetings to ensure seamless facilitation, information flow and decision-making.
• Facilitate the development of streamlined processes and document management to optimize communication across the Director General and with key internal units, such as COE, RMU, and senior leadership.
• Attend meetings and calls on behalf of the Director General in her absence as requested.

Efficient Travel Coordination:

• Coordinate complex domestic and international travel arrangements, accommodations, and itineraries to optimize the Director General's travel, minimizing disruptions and ensuring efficient use of time.

Requirements

• A relevant university degree, or equivalent qualifications and experience.
• At least 3 years of professional experience relevant to the above tasks in an international working environment.
• Excellent and demonstrated command of English, both written and spoken, is required; knowledge of French and/or Spanish is an advantage.
• Strong computer skills in Microsoft Office.

Personal attributes and competencies:

• Important personal qualities include personal maturity, high level of integrity, diplomacy, good judgement, and strong commitment to confidentiality as well as accuracy, proactivity, ability to work independently in a structured way managing multiple priorities. Readiness to voice suggestions how to change/improve processes.
• High degree of service orientation, courtesy, tact, discretion, ability to collaborate with different professional categories and people of different national and cultural backgrounds and flexibility to respond to changing requirements.
• Good communication skills.
• Ability to travel, if necessary.