ILRI Senior Administrative Assistant Job in Kenya

Senior Administrative Assistant 

(closing 31 October 2012)

Vacancy Number: SAA/DIR/10/2012
Duration: 2-year contract renewable

The International Livestock Research Institute (ILRI) works to enhance the roles livestock play in pathways out of poverty in developing countries. 

ILRI is a member of the CGIAR Consortium, a global research partnership of 15 centres working with many partners for a food-secure future. 

ILRI has two main campuses in East Africa and other hubs in East, West and southern Africa and South, Southeast and East Asia. www.ilri.org.

CGIAR is a global agricultural research partnership for a food-secure future. Its science is carried out by15 research centres that are members of the CGIAR Consortium in collaboration with hundreds of partner organizations. www.cgiar.org.

Job Purpose: 

ILRI seeks to recruit a Senior Administrative Assistant to support the Director of Institutional Planning and the Deputy Director General Research. The purpose of this job is to provide professional support and assistance to the Directors.

Responsibilities

• Provide general administrative and secretarial support to the Directorate office and visitors where necessary. This includes filing, travel expense reports, business cards etc;
• Organize all travel arrangements, tickets, visas, accommodation etc for Directors.  Ensure appropriate travel reports are submitted and keep a database of Directors’ travel schedules;
• Organize itineraries for donor visitors and VIPs to the institute including scheduling meetings with members of the institute and liaising with public awareness and other units to make sure all the logistics are in place;
• Assist in liaising with research leaders, regional offices, programme management officers and assistants across the institute;
• Maintain an up-to –date database on details of all the donor visitors and VIPs to the institute as well as those provided by directors;
• Handling calls, enquiries and other communications for the Directors;
• Develop and maintain systems and processes to ensure proper and efficient flow of management information to the appropriate parties concerning directives, policies, the results of meetings and discussions.

Requirements

• First degree in Business Administration or related field;
• Demonstrate ability to handle high level administrative duties;
• Highly computer literate i.e. must be proficient in MS-Office applications;
• At least three years administrative support and office management experience in a busy organization;
• Front office experience and public relations or customer relations skills would be an added advantage;
• Highly effective multi-tasking skills with ability to coordinate prioritize and organise workload;
• Good negotiation and communication skills, including writing skills in English and Kiswahili; written and verbal;
• Confident, outgoing personality, highly articulate and able to relate with people at all levels;
• Ability to maintain high levels of confidentiality;
• A good team player.

Terms of Appointment: 

This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus and is open to Kenyan nationals only.  

The position is on a 2-year contract renewable subject to satisfactory performance and availability of funding.  

The successful candidate will report to the Director of Institutional Planning and Deputy Director General-Research.

Job level and salary: 

This position is job level 2A with a starting gross salary of KES 71,479.00 per month. 

The benefits package includes pension, medical and other insurances within ILRI’s Nationally Recruited Staff Scheme.

Location: The position will be based at the ILRI campus in Nairobi, Kenya.

Applicants should send a cover letter and CV combined as one document addressed the Human Resources Director, explaining 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 by 31 October 2012 by logging on to:  http://www.myjobsinkenya.com/ilri_jobs. 

The position title and reference number REF: SAA/DIR/10/2012 should be clearly marked on the subject line. 

Only online applications will be considered, and only short listed candidates will be contacted.

To find more about ILRI, visit our Website at www.ilri.org

ILRI is an equal opportunity employer