Administrative Assistant

ABOUT THE COMPANY

Headquartered in Nairobi, Kenya, icipe was established in 1970, to address this very paradox of insects and accompanying challenges.

JOB SUMMARY

Requirements/ qualificationsDiploma in Business Administration / Management/Public Administration, Operations Management or a related field.At least 1 year of progressively responsible work experience at national levels in office administration and project management in corporate field. NGO experience is desired.Experience in events management skills including reporting writing.Proven experience in office management, basic financial management and excellent record keeping.Demonstrable writing skills and experience in documentation of proceedings, including techniques of research program administration.Possesses excellent interpersonal skills, organizational skills and pays great attention to detail.Advanced computer skills, including Microsoft windows and Microsoft office suiteAbility to write reports, and office correspondence.

RESPONSIBILITIES

DG Office Reception and DG’s Executive Assistant OfficeSupport the Organization’s correspondence and support the preparation ofcommunication letters and responses to external stakeholders, with accurate information.Assist in updating the contact database for icipe.Assist with the preparation of Executive Board and Governing Council file documents.Offer administrative support to the Director General's Office, including raising required payment requests and correspondence dispatch.Assist in coordinating the organization’s guests' visits and travel logistics.Support in procurement and ensuring the DG Office supplies are in place.Provide Support to the Grants, Partnerships and Projects OfficeFiling of print documents related to Projects, Partner Agreements, Memorandum ofUnderstanding (MoU), Material Transfer Agreements (MTAs), and other partnership engagement documents in the Grants Office, including all relevant correspondence, and ensuring they are properly archived and retrievableProvide logistical and technical support to the Grants Office in organizing Institutional Events.Liaise with finance and procurement teams in following up on requisitions, payments, and purchase orders related to the Director General’s Office.Provide support to colleagues in program and finance as well as grants office to ensure timely submission of project reports.Any other tasks assigned by the Supervisor.Serve as the focal administrative staff and offer secretariate support managing icipe’s affiliation as a Stockholm Convention Regional Centre, Kenya (SCRC, Kenya) under theStockholm Convention on Persistent Organic Pollutants (POPs).Provide logistical support to icipe Stockholm Convention Regional Centre (SCRC), Kenya, in convening and hosting the SCRC/UNEP Events.Provide all the support required to prepare the financial report and document the Workshop proceedings and prepare the technical reports

REQUIRED SKILLS

Project management, Office administration, management, Business management, Operative planning

REQUIRED EDUCATION

Diploma, Associate's degree