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.
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.
Responsibilities:
The successful candidate will be responsible for the following key activities among others:
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:
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.
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:
pepadministrator@icipe.org
pepadministrator@icipe.org
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
