Executive Assistant Job in Nairobi: icipe

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
 

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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;

• 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.

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Tags: unit managers