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.
As
part of the Centre’s work to bring tree-based solutions to bear on poverty and
environmental problems, researchers – working in close collaboration with
partners – are developing new technologies, tools and policy recommendations
for increased food security and ecosystem health.
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