icipe is an intergovernmental organisation funded by government
aid agencies, UN organisations and private foundations to carry out research
and training in environmentally sound and sustainable management of arthropods
for improved health and agricultural productivity in the tropics.
icipe has approximately 350 staff to support its research and capacity building programmes, located at various sites in Kenya and Ethiopia.
icipe wishes to hire a suitable person for the national position of Office Manager in the Director General’s Office.
Reporting to the Director General, the successful candidate will have overall
oversight for the efficient running of the Director General’s Office.icipe has approximately 350 staff to support its research and capacity building programmes, located at various sites in Kenya and Ethiopia.
icipe wishes to hire a suitable person for the national position of Office Manager in the Director General’s Office.
Responsibilities
The duties will include, among other things, the following:
- Provide
executive secretarial and administrative services of a confidential nature
to the Director General’s Office.
- Support
the Director General in managing his daily schedule, e.g. agenda
management, correspondence, making appointments, preparation of
documentation for meetings, liaise with other senior staff within the
Centre and to follow up on priority activities.
- Manage
all critical communication and documentation to and from the Director
General’s Office (including telephone, e-mails, faxes etc.).
- Process
correspondence for proper distribution, filing and follow up.
- Maintain
an up-to-date database of addresses of all donors, collaborators,
associates and contacts of icipe.
- Collate
and analyse information on various issues upon request from the Director
General.
- Make
travel arrangements (flight reservations, hotel bookings, procure visas
for the Director General) and maintain an up-to-date travel schedule and
manage the Director General’s frequent flyer programme.
- Assist
in planning of meetings involving the Director General and/or other senior
staff.
- Take
minutes of meetings of the Director General as required from time to time.
- Manage
on a daily basis, all office supplies.
- Prepare
and monitor expenditure of the Office.
- Supervise
three assistants attached to the Office.
- Prepare
a budget for office supplies to the Director General’s Office.
- Maintain
a proper system of managing information flow to and from the Office of the
Director General.
- Maintain
filing systems for both electronic and hard copies of data/documents held
in the Office of the Director General.
- Liaise
with the Chair of the Governing Council, other Council members and
coordinate preparation of Council reports, papers, minutes and follow up
action.
- Perform
any other duties that may be assigned to guarantee optimal and efficient
management of the Director General’s Office.
Requirements
The suitable candidate should have:
The suitable candidate should have:
- A
bachelor’s degree in secretarial or business administration or an advanced
diploma in secretarial studies from a reputable institution followed by 10
or more years of relevant experience.
- A
minimum of 5 years post qualification experience with a proven track
record in a similar or equivalent position.
- Excellent
computer skills including usage of the MS Office suite, Internet, e-mail,
desktop applications (Mac and Windows PC).
- Fastidious
attention to detail and quality.
- Good
communication (written and verbal) and interpersonal skills, and the
ability to work in a multicultural environment.
- Excellent
language skills, fluent in English.
- Ability
to meet tight deadlines.
- Knowledge
of basic accounting is an added advantage.
The suitable candidate should be ready to start in mid February or early March 2012.
A competitive compensation package will be offered to the right candidate.
Applications will be accepted up to 16th December 2011.
Only applications of shortlisted candidates will be acknowledged.
Please send an application with a detailed CV, names and addresses of 3 referees including e-mail addresses, fax numbers and remuneration package to:
icipehr@icipe.org
The Human Resources Department
icipe - African Insect Science for Food and Health
P.O. Box 30772-00100
Nairobi
Kenya
icipe is an Equal Opportunity Employer
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