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.
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 elsewhereMaintenance and retrieval of informationInitiating 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
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
Arrange mission travel and accommodation for the DDG
Prepare travel expense reports
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
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.
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
Terms of Appointment
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