Overall Purpose of the Job
The Capacity Building Administrative Assistant plays a key supportive role in the administration and monitoring of the icipe postgraduate and training programmes.
Specific Duties
Support the development and improvement of data collection processes, data entry into databases, and analysis.
Collate feedback and learning to support monitoring and evaluation for effective capacity building and quality improvement.
Provide regular feedback and reports on the status of monitoring.
Carry out administrative tasks to support the delivery of postgraduate and other training programmes.
Support in coordination of training courses, workshops and meetings (manage logistics, travel, accommodation, budgets and payments, invitations, workshop materials, etc.).
Support in coordinating meetings of the CBIS, including preparing documentation and taking minutes, and following up on action points with relevant parties.
Provide information for updating the icipe website on capacity-building activities.
Prepare and share information relevant to capacity building through various media.
Support students’ welfare.
Creates and manages electronic and manual filing systems, and maintain and update files and records, archiving and storage.
Maintains a database of key contacts for the Programme.
Handles maintenance of office assets and keeps an inventory of equipment, vehicles, and procured supplies.
Responds to routine correspondence, and handles e-mail, telephone communication, requests, inquiries and other communication systems and processes to appropriate parties.
Assists with project staff travel arrangements and logistical support in conjunction with the relevant units, including handling of travel requests and travel expense reports, accommodation, and travel advances.
Requirements/Qualifications
A diploma in administration, monitoring and evaluation, project management or related field.
A bachelor’s degree in a relevant field would be an added advantage.
At least 2 years of relevant experience, preferably with a focus on project administration and monitoring in a multidisciplinary and multicultural environment at an international NGO or research organisation.
Finance or Accounting knowledge is an added advantage.
Knowledge of basic French is an added advantage.
Advanced skills in MS Office, especially Outlook, Word, and Excel.
Experience working in an international organization.
Excellent numeracy skills, including ability to prepare reports in table and chart formats.
Confident, effective communicator with good writing and verbal skills.
Experience with use of databases for project management.
Other Desirable Attributes
Effective administrative skills.
Excellent planning and organisational skills, and ability to determine priorities and attention to detail.
Ability to efficiently organise logistics for meetings and workshops.
Effective communication and writing skills.
Experience in facilitating teamwork and collaboration across multiple functions.
Expected to analyse, solve problems and make decisions within own work area with approval from the supervisor.
Supervise tasks that are mostly routine in own activities.
Expected to handle travel imprest, make payments to participants and accountability for advances.
Reporting
This position reports to the Senior Business Support Officer I – Capacity Building.
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