Vacancy Re-advertisement:Administrative Assistant -
Operations
About the organization
The World Agroforestry Centre is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods.
The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America.
We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.
Main purpose of the job
Work closely with the Head of Operations, the Assistant Operations Manager (Facilities) and other teams in Corporate Services in coordinating the overall administrative functions of the Unit in order to ensure delivery of efficient and cost effective services to a wide range of clients.
Duties and responsibilities
- Arranging
and coordinating the Units’ diary of works including organizing the Units’
and the service providers’ monthly meetings.
- Receiving
and coordinating all the Units’ procurement needs which includes follow-up
with the Procurement Unit and Financial Services Unit (FSU) to ensure
timely delivery of goods/services.
- Assisting
the Head of Operations in developing, implementing and monitoring the
Units’ annual programme of work and budget including chargebacks for all
services provided by the Unit.
- In
consultation with the other administrators and the audiovisual officer
serve as the focal point for all meetings/workshops and symposia taking
place at Headquarters. This will include: working closely with FSU to
ensure timely chargebacks on air ticket service charges, verification of
invoices from the outsourced Travel Agent, client invoicing, management of
the Meals and Incidentals function and liaising with the local hotels on
accommodation.
- Being
the Centre’s focal point for all insurance related matters which include
the management of institutional and staff motor insurance schemes and
procurement of insurance covers for institutional assets at HQ and the
regions, following up on the payments of all approved invoices for
insurance debits, and securing credits. And in consultation with the
insurance service provider initiate the quarterly service review meetings.
- Work
closely with the Procurement Unit, institutions collaborating with ICRAF
and others, in the search processes for service providers, specifically
those directly related to the Operations Unit.
- Assist
the Head of Operations in the management of outsourced service contracts
including Service Level Agreements related to:- Mail and Front Office,
Travel, Taxi and Staff Group Transport, Pool & Project Vehicles and
Catering.
- Manage
the day to day operations of the ICRAF group transport by working closely
with the bus monitors and service providers to ensure compliance to the
agreed upon Service Level Agreements.
- As
a member of the Occupational Health and Safety (OH&S) Committee, work
together with the Security Manager, Assistant Operations Manager
(Facilities), the Head of Operations and other units in identifying and
addressing OH&S issues.
- Any
other duties as may be assigned by the supervisor.
Qualifications and experience
- A
degree in Business Administration or its equivalent.
- Three
(3) years’ experience with an international organization preferably in a
facility management setting.
- Excellent
inter-personal and communication skills.
- Ability
to coordinate, prioritize, and organize workload.
- Ability
to meet deadlines and work under pressure with minimal supervision.
- Knowledge
in events management.
- Excellent
command of both written and spoken English.
- Excellent
computer knowledge of Microsoft Office.
Terms of offer
We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women.
This position is remunerated on local terms. The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
How to apply
Prepare:
- Cover
letter illustrating your suitability for the position, and your salary
expectations.
- Detailed
and up-to-date curriculum vitae.
- Names
and addresses of three referees, including telephone numbers and email
addresses, and fax details, if available.
All correspondence will be via email only addressed to the Human
Resources Unit, World Agroforestry Centre (ICRAF): icrafhru@cgiar.org.
Applicants should indicate “Application for Administrative
Assistant - Operations” on their application letters and email submissions.
Applications will be considered until 24 April 2013.
Please note that only short-listed applicants will be contacted.
NB: Those who had previously applied need not apply.
To learn more about us, visit our website: www.worldagroforestry.org