REF: EA/11/2019
Responsibilities
Executive Management
Provide quality and high level confidential secretarial support
Facilitate effective utilization of the DDG’s time, through identifying priority matters
Assist the DDG with decision making through:
Conducting research on assigned topics, drawing on information from across the institute and elsewhere
Maintenance and retrieval of information
Initiating responses on urgent matters in his absence when appropriate
Drafting concise written information
Collation of information and preparation of reports for presentation by the DDG at IMC and Board meetings
Efficient and timely dissemination of information across the unit and other units/programs in the institute
Following up on outstanding matters and providing feedback
Administrative Support
Effective planning and coordination of meetings (from one on one meetings to large group meetings such as IRMC)
Provision of background information and pre-meeting documents
Take part in meetings and produce minutes/action points from each meeting
Travel management
Arrange mission travel and accommodation for the DDG
Prepare travel expense reports
Budget management
Prepare and monitor annual budget for the office of the DDG
Project and initiative management
Manage or engage in projects/initiatives that are a top priority to the DDG
Engage in task forces solving a specific problem or create materials needed for the DDG’s activities
Manage small grants and consultancy contracts under the DDG’s budget
Relationship management
Build effective communications and working relations with all relevant colleagues and other stakeholders
In addition the post-holder will stay abreast of the work of ILRI in general and the Integrated Sciences Directorate in particular and have a full understanding of its core business and the DDG-IS’s role as well as having the flexibility to complete other duties as assigned.
Requirements
Master’s degree in business, public administration, or a related degree
At least 5 years of experience in positions that is highly relevant to the Executive Assistant’s role
Demonstrate proficiency in using Microsoft Office Suite/Internet skills
Demonstrate ability to create and manipulate spread sheets and databases
Demonstrate working knowledge of office methods and practices including filing, proofreading, formatting and basic report
Flexibility to react to real time under very short deadlines
Strong intuition and ability to anticipate the DDG-IS’s needs and to develop actions and timelines even in the absence of explicit instructions
go to method of application »
