Senior Administrative Assistant – HR

The International Livestock Research Institute (ILRI) works to enhance the roles livestock play in pathways out of poverty in developing countries. ILRI has two main campuses in East Africa and other hubs in East, West and southern Africa and South, Southeast and East Asia. http://www.ilri.org/.

CGIAR is a global agricultural research partnership for a food-secure future. Its science is carried out by 15 research centres that are members of the CGIAR Consortium in collaboration with hundreds of partner organizations. http://www.cgiar.org/

Job Purpose
ILRI seeks to recruit a Senior Administrative Assistant to provide administrative support to the HR unit – to provide quality and efficient administrative and logistical support in order to contribute to the achievement of an effective and responsive programme/ department

Key Responsibilities

• Providing Administrative and Operational support to the HR Director and team
  • Receive, check for accuracy and dispatch all internal/external mails;
  • Focal person to receive HR services requests forms and presenting this to relevant HR person for action;
  • Coordinate dispatch and signing of contracts;
  • Answers telephone and give information to callers or routes call to appropriate official and places outgoing calls;
  • Greets visitors, ascertains nature of business, and directs visitors to appropriate person;
  • Compile general monthly  staff statistical reports and update the HR intranet page;
  • Support in preparing presentations, letters and correspondences for the team;
  • Process payment requests for invoices/requisitions in liaison with relevant staff ;
  • Managing stationery stock levels, raising purchase requisition for office supplies;
  • Reporting and following up on office furniture and other fittings/repairs;
  • Retrieving, photocopying, scanning and distributing confidential documents;
  • Creating, managing and updating filing systems and undertaking periodic reviews of file contents as requested to ensure compliance with laid down procedures;
  • Archiving of old files for future reference and maintaining an accurate archiving system as well as undertaking incineration/shredding of old files and documents with the guidance the supervisor;
  • Advising the HR team about queries on documents submitted for filing and ensuring that all files are secured at all times;
• Coordinating official travel, logistics & itineraries
  • Maintaining an accurate Travel Coding system and ensure compliance;
  • Facilitate pre-travel arrangements, request for flight bookings, preparing and getting approval of TAs for HR staff, interviewees, and new staffs reporting to duty;
  • Liaising with Transport department to organize local transport for external meetings or other HR errands;
  • Working with relevant staff to facilitate all logistics of meetings and seminars;
  • Booking of venue, arranging for accommodation and  processing travel arrangement requests Preparing meeting documents and materials as may be required;
  • Taking notes and minutes during meetings as may be requested;

• Organizing internal and external meetings and seminars as may be required

Requirements

• A minimum of 5 years relevant experience in an administrative role;
• Advanced Diploma in Human Resources Management, a first degree will be an added advantage;
• Secretarial Studies, Office administration or Office Management training is required;
• A strong team player with a positive attitude;
• Experience in an NGO or international organization environment will be an added advantage;
• Front office and customer relations experience required;
• Proficiency in taking notes and minutes;
• Proficiency with use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet. Intranet administration is desirable;
• Excellent interpersonal skills;
• Excellent command of spoken and written English;
• Good organizational skills;
• Proven ability to respond to multiple demands and set priorities;
• Proficiency in following up issues and resolution;
• Ability to maintain accurate records and other documentation;
• Ability to learn quickly and carry out tasks reliably;
• Capacity to take initiative and work under minimal supervision;
• A high degree of integrity, tact and confidentiality is essential for this role.

Terms of Appointment
This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus.  The position is on a 2 year fixed term contract.

Job level and salary
This position is job Grade 2A with a starting salary of KES 71,479.00. This is exclusive of other benefits provided by ILRI.

How to Apply
Applicants should send a cover letter and CV explaining their interest in the position, what they can bring to the job and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience. Applications should be submitted online to the Human Resources Director at our recruitment portal:  http://ilri.simplicant.com/before midnight Nairobi time on 18 October 2013. Only online applications will be considered, and only short listed candidates will be contacted. The position title and reference number REF: SSA/HR/10/13should be clearly marked on the cover letter.
To find more about ILRI, visit our Website at http://www.ilri.org/

To find out more about working at ILRI visit our website at http://www.ilri.org/ilricrowd/
ILRI is an equal opportunity employer.