ILRI vacancy: Executive Assistant II
International Livestock Research Institute
Nairobi, Kenya
4d ago

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.

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 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
  • 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.

    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
  • 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

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