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Office and Programme Manager in the Director General’s Office Job Vacancy

Office and Programme Manager in the Director General’s Office

Ref. No. NRS/39/112013

icipe — African Insect Science for Food and Health is an intergovernmental organisation funded by governmental aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improving health and agricultural productivity in the tropics.

icipe has 400 staff to support its research and capacity building programmes located at various sites in Kenya and Ethiopia.
icipe wishes to urgently recruit a suitable person to fill the position of Office and Programme Manager in the Director General’s Office.

The position is tenable in Nairobi, Kenya at the icipe Duduville campus.

This is a two-year contract, with a possibility of extension after successfully completing a six-month probation period of the first contract.

A competitive compensation package will be offered to the right candidate.

Overall purpose of the job

The Office and Programme Manager will have overall oversight for the efficient running of the Director General’s Office.

Responsibilities:

The Office and Programme Manager:
  • Provides executive administrative services of a confidential nature to the Director General.
  • Supports the Director General in managing her daily schedule, e.g. agendas, correspondence, appointments, meeting documentation, liaison with senior staff and follow up on priority activities.
  • Provides support for financial and technical reports from lead scientists to donors.
  • Provides support in the preparation of a portfolio of donor guidelines and budgeting for scientists to follow.
  • Manages all critical communication and documentation to and from the Director General’s Office (including phone calls, e-mails, faxes, etc.).
  • Processes correspondence for proper distribution, filing and follow up.
  • Maintains an up-to-date database of addresses of all donors, collaborators, associates and other contacts of icipe.
  • Collates and analyses information on various issues upon request from the Director General.
  • Makes travel arrangements for the Director General (flight reservations, hotel bookings, procures visas), maintains an up-to-date travel schedule and manages the Director General’s frequent flyer programme.
  • Assists in planning of meetings involving the Director General and/or other senior staff.
  • Takes minutes of meetings of the Director General as required from time to time.
  • Manages, on a daily basis, all office supplies.
  • Prepares and monitors expenditure of the Office.
  • Supervises assistants attached to the Office.
  • Prepares the annual budget for the Director General’s Office.
  • Provides support in resource mobilisation.
  • Maintains a proper system of managing information flow to and from the Office of the Director General.
  • Maintains filing systems (for both electronic and hard copies of data/documents held in the Office of the Director General).
  • Liaises with the Chair of the Governing Council and other Council members, and coordinates preparation of Council reports, papers, minutes and follow up actions.
  • Performs any other duties that may be assigned to guarantee optimal and efficient management of the Director General’s Office.

Knowledge required for performing the job
  • Excellent computer skills, including usage of software applications, principally the Microsoft’s Office suite (on Macintosh and Windows PC devices), Internet and e-mail.
  • Fluent in speaking and writing English.
  • Knowledge of basic accounting is an added advantage.

Requirements/Qualifications
  • At least a bachelor’s degree in secretarial or business administration.
  • A minimum of 5 years post-qualification experience with a proven track record in a similar or equivalent position.

Disposition
  • Good interpersonal skills, and the ability to work in a multicultural environment.
  • Fastidious attention to detail and quality.
  • Ability to meet tight deadlines.

Reporting

This position reports to the Director General.

The selected candidate should be available to start as soon as possible.

How to Apply

Only electronic applications will be accepted.

Applications will be accepted up to 2nd December 2013, or until the position is filled, whichever is earlier.

Please quote the job reference number NRS/39/112013 on the email subject line.

Send an application (including current salary details and anticipated remuneration package), with a current CV with names and addresses of 3 referees (including e-mail addresses and fax numbers), copies of transcripts or academic certificates and relevant testimonials.

Electronic copies must be sent to icipehr@icipe.org  

Only applications of shortlisted candidates will be acknowledged.

icipe is an Equal Opportunity Employer

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