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Executive Assistant / Programme Administrator Job in Nairobi Kenya

Vacancy Announcement: Executive Assistant / Programme Administrator for the Partnership for Economic Policy (PEP)

Ref. No. NRS/115/052015
icipe - African Insect Science for Food and Health is a world-class research centre with a mission to alleviate poverty by ensuring food security, improving health, protecting the environment and building the capacity of researchers and communities across the developing world through the application of insect sciences.  

Employing more than 500 national and international staff, icipe is headquartered in Nairobi, Kenya with outposts in Ethiopia and on the shores of Lake Victoria in western Kenya. 

icipe has a proud reputation and history of delivering world-quality science that has made crucial contributions to African food and health policy, delivered development outcomes to rural communities and has been at the forefront of building Africa’s biological research capacity. 

The Centre’s research activities span the African continent with partnerships linking research organisations not only across Africa but also the globe.

The Partnership for Economic Policy (PEP), hosted by the International Centre of Insect Physiology and Ecology (icipe), is seeking an Executive Assistant/Programme Administrator. 

The position will be based at PEP Global Office on icipe’s Main Campus located at Duduville, in Nairobi but will interact with other regional offices of PEP globally. 

The position is for an initial fixed-term of 2 years, renewable, based on performance and availability of funds.

Overall purpose of the job: The overall purpose of the job is to provide overall administrative support and coordination for the PEP Global Secretariat.

The successful candidate will be responsible for the following key activities among others:
  • Provide administrative support to the Nairobi office and manage the schedule and agenda of the Director;
  • Summarise discussions and take minutes of important internal meetings;
  • Monitor milestones and status of deliverables in work plans;
  • Prepare and manage contracts and facilitate the flow of funds and reporting from partner institutions and consultants;
  • Maintain and update programmatic databases and contact lists;
  • Maintain electronic and hard-copy filing and archiving systems for PEP projects;
  • Support the preparation of annual budgets and work plans;
  • Monitor appropriate and timely use (and reporting) of budgets by staff and consultants;
  • Enhance working procedures and administrative policies, and information to increase efficiency and effectiveness;
  • Participate in collecting data and preparation of annual reports and briefs;
  • Coordinate the annual staff performance evaluations;
  • Coordinate recruitment of new staff in liaison with other relevant Units;
  • Coordinate the Director’s travel itineraries, tickets, visas and accommodation;
  • Provide administrative support to important meetings, conferences and other events;
  • Coordinate procurement of goods and services;
  • Any other duties as assigned by the Director.
Knowledge and skills required for performing the job

The suitable candidate must possess the following:
  • Relevant experience in providing high level executive support preferably in an international setting;
  • Excellent computing skills in Excel, MS Word, PowerPoint, Web Management;
  • Excellent numeracy skills, including ability to prepare budgets and reports in tables and charts;
  • Excellent written and oral communication skills in English. Knowledge of other languages (e.g. French and Spanish) will be an advantage;
  • Work experience with a project and workflow management system, and monitoring and reporting on grant funded projects.
  • Ability to organise meetings and workshops, and produce concise and accurate minutes and reports.
Requirements / Qualifications
  • At least a first degree from a recognised institution in business administration, economics, management or finance (or related field).
  • Postgraduate qualification at the masters level in business administration, strategic management or related field will be an added advantage;
  • At least 5 years practical hands-on work experience in programme/project administration and budgeting, preferably in an international organisation.
Other Desirable Attributes
  • Ability to work with different nationalities in a multi-cultural environment, under pressure, and as a member of diverse work-teams.
  • Strong self-motivation, flexible team player.
  • Ability to multi-task and prioritise between tasks and meet deadlines.
  • Discretion in the handling of confidential information.
  • Customer orientation and flexibility, with a high level of attention to detail.
  • Ability to travel.
  • Ability to take initiative and plan and work with limited supervision.
Reporting: This position reports to the Executive Director of PEP.

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

How to Apply

The position is available immediately. 

All applications must arrive via email on or before the 15th June 2015. 

Please quote the job reference number NRS/115/052015 on the email subject line. 

Interested applicants should submit: 

(a) a confidential cover letter, and 

(b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and remuneration package to:
This will be a national position (hosted by icipe) and will offer an attractive and competitive package. 

Only shortlisted candidates will be contacted.

icipe is an Equal Opportunity Employer

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