icipe - African Insect
Science for Food and Health is an intergovernmental organisation funded by
governmental aid agencies, UN organisations and private foundations to carry
out research and training in environmentally sound and sustainable management
of arthropods for improving health and agricultural productivity in the
tropics.
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
(i) Overall Duties
- 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.
(ii) Specific Duties
a) Support the DFA Office
a) Support the DFA Office
- 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.
b) Maintain the DFA’s Calendar of Events
- 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.
c) Draft the DFA’s Reports of the Governing Council and
Executive Board Meetings
- 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.
d) Organise the Annual Budget Meeting
- 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.
(iii) Other Duties
- 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.
Minimum Requirements/Qualifications
Qualifications:
Qualifications:
- 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;
Essential requirements:
- 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.
Applications will be accepted up to 31st July 2012 or until the
position is filled, whichever is earlier.
Only applications of
shortlisted candidates will be acknowledged.
Please send an application with current remuneration package, and a detailed CV with names and addresses of 3 referees (including e-mail addresses), to:
icipehr@icipe.org
The Human Resources Department,
icipe—African Insect Science for Food and Health
P.O Box 30772-00100
Nairobi
Kenya
icipe is an Equal Opportunity Employer
Please send an application with current remuneration package, and a detailed CV with names and addresses of 3 referees (including e-mail addresses), to:
icipehr@icipe.org
The Human Resources Department,
icipe—African Insect Science for Food and Health
P.O Box 30772-00100
Nairobi
Kenya
icipe is an Equal Opportunity Employer
