Office and Programme
Manager in the Director General’s Office
Ref. No.
NRS/39/112013
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 Office and Programme
Manager in the Director General’s Office.
The position is
tenable in Nairobi, Kenya at the icipe Duduville campus.
This is a
two-year contract, with a possibility of extension after successfully
completing a six-month probation period of the first contract.
A competitive
compensation package will be offered to the right candidate.
Overall purpose
of the job
The Office and
Programme Manager will have overall oversight for the efficient running of the
Director General’s Office.
Responsibilities:
The Office and
Programme Manager:
·
Provides executive administrative services of a confidential
nature to the Director General.
·
Supports the Director General in managing her daily schedule,
e.g. agendas, correspondence, appointments, meeting documentation, liaison with
senior staff and follow up on priority activities.
·
Provides support for financial and technical reports from lead
scientists to donors.
·
Provides support in the preparation of a portfolio of donor
guidelines and budgeting for scientists to follow.
·
Manages all critical communication and documentation to and from
the Director General’s Office (including phone calls, e-mails, faxes, etc.).
·
Processes correspondence for proper distribution, filing and
follow up.
·
Maintains an up-to-date database of addresses of all donors,
collaborators, associates and other contacts of icipe.
·
Collates and analyses information on various issues upon request
from the Director General.
·
Makes travel arrangements for the Director General (flight
reservations, hotel bookings, procures visas), maintains an up-to-date travel
schedule and manages the Director General’s frequent flyer programme.
·
Assists in planning of meetings involving the Director General
and/or other senior staff.
·
Takes minutes of meetings of the Director General as required
from time to time.
·
Manages, on a daily basis, all office supplies.
·
Prepares and monitors expenditure of the Office.
·
Supervises assistants attached to the Office.
·
Prepares the annual budget for the Director General’s Office.
·
Provides support in resource mobilisation.
·
Maintains a proper system of managing information flow to and
from the Office of the Director General.
·
Maintains filing systems (for both electronic and hard copies of
data/documents held in the Office of the Director General).
·
Liaises with the Chair of the Governing Council and other
Council members, and coordinates preparation of Council reports, papers,
minutes and follow up actions.
·
Performs any other duties that may be assigned to guarantee
optimal and efficient management of the Director General’s Office.
Knowledge
required for performing the job
·
Excellent computer skills, including usage of software
applications, principally the Microsoft’s Office suite (on Macintosh and
Windows PC devices), Internet and e-mail.
·
Fluent in speaking and writing English.
·
Knowledge of basic accounting is an added advantage.
Requirements/Qualifications
·
At least a bachelor’s degree in secretarial or business
administration.
·
A minimum of 5 years post-qualification experience with a proven
track record in a similar or equivalent position.
Disposition
·
Good interpersonal skills, and the ability to work in a
multicultural environment.
·
Fastidious attention to detail and quality.
·
Ability to meet tight deadlines.
Reporting
This position reports
to the Director General.
The selected
candidate should be available to start as soon as possible.
How to Apply
Only electronic
applications will be accepted.
Applications will
be accepted up to 2nd December 2013, or until the position is filled, whichever
is earlier.
Please quote the
job reference number NRS/39/112013 on the email subject line.
Send an
application (including current salary details and anticipated remuneration
package), with a current CV with names and addresses of 3 referees (including
e-mail addresses and fax numbers), copies of transcripts or academic
certificates and relevant testimonials.
Electronic copies
must be sent to icipehr@icipe.org
Only applications
of shortlisted candidates will be acknowledged.
icipe is an Equal
Opportunity Employer
