Administrative Assistant-IRD
About the organization
Institute
of Research for Development (IRD) is a French public science and technology
research institute under the joint authority of the French ministries in charge
of research and overseas development. IRD has three main missions: research,
consultancy and training. It conducts scientific programs contributing to the
sustainable development of the countries of the South, with an emphasis on the
relationship between man and the environment. The IRD representation in East
Africa is hosted by The World Agroforestry Centre (ICRAF) at Gigiri.
The position
IRD
is recruiting for the position of Administrative Assistant to be based in
Nairobi, Kenya reporting directly to the Finance Manager - Operations.
Duties
and responsibilities:
- Administering and
overseeing the office requirements related to travel, finance, human
resources, procurement (supplies), operations, office filing and
archiving;
- Assisting in
planning, organizing, coordinating of internal and external meetings and
taking notes in French or in English
- Receiving, screening
correspondences, business communications, attaching background information
- Assisting IRD staff
and visitors in settling in Nairobi.
- Arranging for
accommodation banking and requirements for the visitors.
- Giving back up to
IRD representative while away on mission and leave.
- Maintain diary for
the IRD representative
- Design a filing
system for both soft and hard copies of country office documents and file
office documents
- Organize and arrange
staff travels, pick-ups from and to airports, tickets, and hotel bookings.
- Write and distribute
staff meeting minutes
- Receiving phone call
both in French and in English and reporting to IRD representative>
- Coordinate the
servicing of office equipments and vehicles
- Calculate staff
advances for field trips and staff per diem
- Schedule payments
for office utilities in partnership with ICRAF administration
- Work with H.R.
office for recruiting non-permanent staff and elaborating contracts
Minimum qualification and experience
required for this position
- A Bachelor’s degree
in Business Administration or in a related field
- At least four (4)
years of experience in a similar position, preferably in an international
organization, NGO, research or academic environment with multicultural
dimension;
- Good judgment,
ability to take initiative and work under minimal supervision;
- Maturity, be well
organized, and reliable, have initiative and the ability to work with
people of different nationalities and disciplines, as well as under
pressure; and
- Knowledge of French
is a prerequisite.
- Kenyan citizenship.
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.
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