EXECUTIVE ASSISTANT II (RE-ADVERTISEMENT)
The International
Livestock Research Institute (ILRI) seeks to recruit an executive assistant to
support the Deputy Director General – Integrated Sciences to effectively and
efficiently achieve in his role.
ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world.
Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa.Responsibilities
Executive Management
- Provide
quality and high level confidential secretarial support
- Facilitate
effective utilization of the DDG’s time, through identifying priority
matters
- Assist
the DDG with decision making through:
- Conducting
research on assigned topics, drawing on information from across the
institute and elsewhere
- Maintenance
and retrieval of information
- Initiating
responses on urgent matters in his absence when appropriate
- Drafting
concise written information
- Collation
of information and preparation of reports for presentation by the DDG at
IMC and Board meetings
- Efficient
and timely dissemination of information across the unit and other
units/programs in the institute
- Following
up on outstanding matters and providing feedback
Administrative Support
- Effective
planning and coordination of meetings (from one on one meetings to large
group meetings such as IRMC)
- Provision
of background information and pre-meeting documents
- Take
part in meetings and produce minutes/action points from each meeting
Travel management
- Arrange
mission travel and accommodation for the DDG
- Prepare
travel expense reports
Budget management
- Prepare
and monitor annual budget for the office of the DDG
Project and initiative management
- Manage
or engage in projects/initiatives that are a top priority to the DDG
- Engage
in task forces solving a specific problem or create materials needed for
the DDG’s activities
- Manage
small grants and consultancy contracts under the DDG’s budget
Relationship management
- Build
effective communications and working relations with all relevant
colleagues and other stakeholders
In addition the
post-holder will stay abreast of the work of ILRI in general and the Integrated
Sciences Directorate in particular and have a full understanding of its core
business and the DDG-IS’s role as well as having the flexibility to complete
other duties as assigned.
Qualifications
- Master’s
degree in business, public administration, or a related degree
- At
least 5 years of experience in positions that is highly relevant to the
Executive Assistant’s role
- Demonstrate
proficiency in using Microsoft Office Suite/Internet skills
- Demonstrate
ability to create and manipulate spread sheets and databases
- Demonstrate
working knowledge of office methods and practices including filing,
proofreading, formatting and basic report
- Flexibility
to react to real time under very short deadlines
- Strong
intuition and ability to anticipate the DDG-IS’s needs and to develop
actions and timelines even in the absence of explicit instructions
How to Apply
This position is at job
level HG 14 and open to Kenyan nationals
only. The position is a 3-year contract, renewable subject to satisfactory
performance and availability of funding. ILRI offers a competitive salary and
benefits package which includes; pension, medical and other insurances
Applicants should send a
cover letter and CV explaining their interest in the position, what they can
bring to the job and the names and addresses (including telephone and email) of
three referees who are knowledgeable about the candidate’s professional qualifications
and work experience to the Director, People and Organizational Development by
clicking on the “Apply Now” tab
above before 04 December 2020. The position title and reference number REF: EA/11/2020 should
be clearly marked on the subject line of the cover letter.
We thank all applicants
for their interest in working for ILRI. Due to the volume of applications, only
shortlisted candidates will be contacted.
ILRI does not charge a
fee at any stage of the recruitment process (application, interview meeting,
processing or training). ILRI also does not concern itself with information on
applicants’ bank accounts.
To find out more about
ILRI visit our websites at http://www.ilri.org
ILRI is an equal opportunity employer.