Vacancy: Administrative
Assistant - Operations
About the organization
The World Agroforestry
Centre is an independent research institution which generates science-based
knowledge about the complex role trees play in agricultural landscapes and
rural livelihoods.
The Centre’s headquarters
are located in Nairobi, Kenya, and research is conducted in 23 countries in
Africa, Asia and Latin America.
We are supported by the
Consultative Group on International Agricultural Research (CGIAR) and receive
funding from over 50 different donors.
Main purpose of the job
Work closely with the Head
of Operations, the Assistant Operations Manager (Facilities) and other teams in
Corporate Services in coordinating the overall administrative functions of the
Unit in order to ensure delivery of efficient and cost effective services to a
wide range of clients.
Duties and
responsibilities:
- Arranging
and coordinating the Units’ diary of works including organizing the Units’
and the service providers’ monthly meetings.
- Receiving
and coordinating all the Units procurement needs which includes follow up
with the procurement Unit and FSU to ensure timely delivery of
goods/services.
- Assisting
the Head of Operations in developing, implementing and monitoring the
Units annual Programme of Work and Budget including chargebacks for all
services provided by the Unit.
- In
consultation with the other administrators and the audiovisual officer
serve as the focal point for all meetings/workshops and symposia taking
place at Headquarters. This will include: working closely with FSU to
ensure timely chargebacks on air ticket service charges, verification of
invoices from the outsourced Travel Agent, client invoicing, management of
the Meals and Incidentals function and liaising with the local hotels on
accommodation.
- Being the
Centre’s focal point for all insurance related matters which include the
management of institutional and staff motor insurance schemes and
procurement of insurance covers for institutional assets at HQ and the
regions, following up on the payments of all approved invoices for
insurance debits, and securing credits. And in consultation with the
insurance service provider initiate the quarterly service review meetings.
- Work closely
with the Procurement Unit, institutions collaborating with ICRAF and
others, in the search processes for service providers, specifically those
directly related to the Operations Unit.
- Assist the
Head of Operations in the management of outsourced service contracts
including Service Level Agreements related to:- Mail and Front
Office, Travel, Taxi and Staff Group Transport, Pool & Project
Vehicles and Catering
- Manage the
day to day operations of the ICRAF group transport by working closely with
the bus monitors and service providers to ensure compliance to the agreed
upon Service Level Agreements.
- As a member
of the Health and Safety Committee, work together with the Security
Manager, Assistant Operations Manager (Facilities), the Head of Operations
and other units in identifying and addressing OH&S issues.
- Any other
duties as may be assigned by the supervisor.
Qualifications and
experience
- A degree in
Business Administration or its equivalent.
- Three (3)
years’ experience with an international organization preferably in a
facility management setting;
- Excellent
inter-personal and communication skills;
- Ability to
coordinate, prioritize, and organize workload;
- Ability to
meet deadlines and work under pressure with minimal supervision;
- Knowledge in
event management
- Excellent
command of both written and spoken English;
- Excellent
computer knowledge of Microsoft Office
Terms of offer
We offer a collegial,
diverse and gender-sensitive working environment, and we strongly encourage
applications from qualified women.
This position is
remunerated on local terms.
The appointment will be for
an initial period of three (3) years, subject to a six (6) months’ probation
period.
How to apply
Prepare:
- A cover
letter illustrating your suitability for the position, and your salary
expectations.
- A detailed
and up-to-date curriculum vitae.
- The names
and addresses of three referees, including telephone numbers and email
addresses, and fax details, if available.
Address these to:
The Human Resources
Unit,
World Agroforestry Centre
(ICRAF),
P.O Box 30677, 00100,
Nairobi, Kenya
OR send via email to:
icrafhru@cgiar.org.
Indicate “Application for
an Administrative Assistant - Operations” on the application letter.
Applications will be
considered until 17 January 2013.
Please note that only
short-listed applicants meeting the above requirements will be contacted.
To learn more about us,
visit our website:www.worldagroforestry.org
