Executive Assistant (Office of the Director, Finance and Administration)

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 approximately 350 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 Executive Assistant in the office of the Director, Finance and Administration (DFA) based at Duduville campus, Kasarani, Nairobi. This is a local (national) position that offers a two-year contract that is renewable.

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

Responsibilities

(i) Overall Duties

• Provide support to the DFA in handling administration matters;
• Draft the DFA’s report of the Governing Council and Executive Board meetings;
• Organise the annual budget meeting, and coordinate the preparation of Administration and Corporate budget proposals;
• Manage the DFA’s calendar and work plan;
• Provide detailed analysis on specific projects or units as required by the DFA;
• Verify all documentation and information to the DFA, and seek clarification before forwarding for approval;
• Liaise with the Director General’s Office and the scientists on matters requiring the DFA’s attention.

(ii) Specific Duties

a) Support the DFA Office

• Liaise with Unit Managers reporting to the DFA on all matters requiring his attention;
• Bring to the attention of Unit Managers and the DFA, information that requires to be addressed;
• Check, prepare or coordinate the drafting and the timely issue of meeting minutes;
• Ensure meeting minutes are reviewed and approved by the DFA, and ensure action points are addressed in time;
• Process requisitions relating to the DFA’s office, e.g. purchases, travel and other expenses;
• Monitor the DFA’s Administration budget;
• Liaise with the DG’s Office Manager on issues requiring the DFA’s attention.

b) Maintain the DFA’s Calendar of Events

• Update and prioritise events for the DFA’s calendar;
• Advise Unit Managers on major events that require their attention;
• Prepare the DFA’s work file before each meeting, and ensure briefing is done prior to the meeting;
• Ensure monthly briefing reports to the DFA are received and discussed as necessary.

c) Draft the DFA’s Reports of the Governing Council and Executive Board Meetings

• Prepare the DFA’s work file for board meetings and make briefing on the contents;
• Prepare the DFA’s draft reports to the board in consultation with all Unit Managers;
• Ensure that all action points in the board minutes are addressed before the next meeting;
• Make travel arrangements for the DFA or Board Members, as required.

d) Organise the Annual Budget Meeting

• Confirm the dates and attendance, and book the venue in advance for the budget retreat meetings;
• Arrange the annual budget preparatory discussion meetings with Unit Managers;
• Prepare and discuss the Administration budget with the DFA, the Corporate budget with Workshop Manager and Accounting Manager, and other budgets as needed;
• Ensure the budget meeting minutes are drafted in a timely manner for review, approval and publication.

(iii) Other Duties

• Analyse, assess or audit special areas or activities, as may be requested by the DFA;
• Provide assistance in following up issues raised by suppliers, donors and other external parties;
• Any other official task as may be assigned by DFA.

Minimum Requirements/Qualifications

Qualifications:

• Bachelor’s degree in Business Administration or Management;
• At least CPA Part II or equivalent.
• Working knowledge of accounting software packages (e.g. Sun System).
• Three years working for an international organisation, NGO or equivalent;

Essential requirements:

• Ability to organise work and meet deadlines;
• Ability to work independently;
• Demonstrated attention to detail;
• Ability to analyse financial data;
• Reconciliation and analytical skills;
• Capacity to question work practices and seek service and system improvements;
• Strong communication and interpersonal skills;
• A dynamic person who enjoys challenges.

Applications will be accepted up to 31st July 2012 or until the position is filled, whichever is earlier.

Only applications of shortlisted candidates will be acknowledged.

Please send an application with current remuneration package, and a detailed CV with names and addresses of 3 referees (including e-mail addresses), to:

icipehr@icipe.org

The Human Resources Department,
icipe—African Insect Science for Food and Health
P.O Box 30772-00100
Nairobi
Kenya

icipe is an Equal Opportunity Employer