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 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:
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.
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:
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,
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
To learn more about us, visit our website:www.worldagroforestry.org
