Job Detail

Job Description

Key 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 Management  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)
• 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

• Be the internal and external face of the DDG’s Office
• 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
• Perform any other related duties as may be assigned

 Requirements

• 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

Post location: The position will be based in Nairobi, Kenya

Terms of Appointment

This position is at job level HG 14 and it is only open to Kenyan nationals. 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

How to apply: Applicants should send a cover letter and CV expressing 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 23 November 2022 The position title and reference number REF: IS/741 /2022 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.