Wednesday 23 October 2013

Administrative Assistant at International Centre for Tropical Agriculture (CIAT)

Job Title: Administrative Assistant

Employer: International Centre for Tropical Agriculture (CIAT)

Duty Station: Nairobi Kenya

Main Duties and Responsibilities:

1. Research Area/Programs Administrative Support

Act as the go-to person for a Research Area or programs. Maintain strong relationships with corporate services units and be familiar with workflows for purchasing, contracts, finance and budgets.
Maintain and update the CIAT corporate and project databases, contact lists and maintain electronic and hard-copy filing systems on projects and agreements, as necessary
Obtain, compile and extract information from files, publications, library, databases and other sources as directed by scientists for use as necessary
Work closely with Program Coordinators to ensure that the day-to-day work of and communication within the Research Area or programs is implemented effectively to achieve targets agreed in the work plan
Oversee logistical arrangements for visitors and ensure briefing materials and notes for each visit are prepared in advance and taking minutes during such meetings when necessary
Assist, in liaison with the procurement unit, in the procurement of goods and services required by research area/program staff
Support program staff in liaison with contracts and finance units, with contracts and budget clearance
Support HR as needed for orientation and settling in of new researchers, consultants, students and interns
Be responsible for other office support functions for the Leaders, including phone, IT, vehicle, travel and meeting logistics

2. Workshops and Events management

Coordinate conferences and workshops both locally and internationally and provide all logistical and administrative support during the activity.
Ensure workshop materials, venues and audio-visual needs are available, organized accordingly and ready at all times.

Competencies, Skills and Experience:

Bachelors’ degree in business management/administration
A post-graduate diploma in public relations/communication will be an added advantage
At least 3 years’ relevant experience working in an executive office and handling workshops and general administration
Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
Knowledge of Spanish or French an advantage

Terms of employment:

The position is nationally recruited, will be based at CIAT Offices in Nairobi, Kenya.

The contract will be for one year period, subject to a probation period of three (3) months, renewable depending on performance and availability of resources.

How to apply:

Applicants are invited to send a cover letter illustrating their suitability for the above position against the listed qualifications, competencies, skills together with a detailed curriculum vitae, including names and addresses of three referees.

All correspondence should be sent to: ciatkenyainfo@cgiar.org and should clearly indicate “Administrative Assistant” on the subject line.

Applications and CV’s should be saved as one file using the applicant’s last name and first name for ease of sorting.

All applications will be acknowledged; only short listed candidates will be contacted.

We invite you to learn more about us at: www.ciat.cgiar.org


Application Deadline: 4th Nov 2013

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