icipe Office Manager Job in Kenya

icipe is an intergovernmental organisation funded by government aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improved health and agricultural productivity in the tropics.

icipe has approximately 350 staff to support its research and capacity building programmes, located at various sites in Kenya and Ethiopia.

icipe wishes to hire a suitable person for the national position of Office Manager in the Director General’s Office.

Reporting to the Director General, the successful candidate will have overall oversight for the efficient running of the Director General’s Office.

Responsibilities

The duties will include, among other things, the following:

• Provide executive secretarial and administrative services of a confidential nature to the Director General’s Office.
• Support the Director General in managing his daily schedule, e.g. agenda management, correspondence, making appointments, preparation of documentation for meetings, liaise with other senior staff within the Centre and to follow up on priority activities.
• Manage all critical communication and documentation to and from the Director General’s Office (including telephone, e-mails, faxes etc.).
• Process correspondence for proper distribution, filing and follow up.
• Maintain an up-to-date database of addresses of all donors, collaborators, associates and contacts of icipe.
• Collate and analyse information on various issues upon request from the Director General.
• Make travel arrangements (flight reservations, hotel bookings, procure visas for the Director General) and maintain an up-to-date travel schedule and manage the Director General’s frequent flyer programme.
• Assist in planning of meetings involving the Director General and/or other senior staff.
• Take minutes of meetings of the Director General as required from time to time.
• Manage on a daily basis, all office supplies.
• Prepare and monitor expenditure of the Office.
• Supervise three assistants attached to the Office.
• Prepare a budget for office supplies to the Director General’s Office.
• Maintain a proper system of managing information flow to and from the Office of the Director General.
• Maintain filing systems for both electronic and hard copies of data/documents held in the Office of the Director General.
• Liaise with the Chair of the Governing Council, other Council members and coordinate preparation of Council reports, papers, minutes and follow up action.
• Perform any other duties that may be assigned to guarantee optimal and efficient management of the Director General’s Office.

Requirements

The suitable candidate should have:

• A bachelor’s degree in secretarial or business administration or an advanced diploma in secretarial studies from a reputable institution followed by 10 or more years of relevant experience.
• A minimum of 5 years post qualification experience with a proven track record in a similar or equivalent position.
• Excellent computer skills including usage of the MS Office suite, Internet, e-mail, desktop applications (Mac and Windows PC).
• Fastidious attention to detail and quality.
• Good communication (written and verbal) and interpersonal skills, and the ability to work in a multicultural environment.
• Excellent language skills, fluent in English.
• Ability to meet tight deadlines.
• Knowledge of basic accounting is an added advantage.

The position is based in Nairobi (Kenya) at our Duduville campus.

The suitable candidate should be ready to start in mid February or early March 2012.

A competitive compensation package will be offered to the right candidate.

Applications will be accepted up to 16th December 2011.

Only applications of shortlisted candidates will be acknowledged.

Please send an application with a detailed CV, names and addresses of 3 referees including e-mail addresses, fax numbers and remuneration package to:

icipehr@icipe.org

The Human Resources Department
icipe - African Insect Science for Food and Health
P.O. Box 30772-00100
Nairobi
Kenya

icipe is an Equal Opportunity Employer