Administrative Assistant
International Centre for Tropical Agriculture (CIAT)
Recruiting an Administrative Assistant
The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium (www.cgiar.org) – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia (www.ciat.cgiar.org).
The Position:
CIAT is seeking for an Administrative Assistant to perform a wide variety of program administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the CIAT Soils Research Area Director’s office and other CIAT programs.
Main duties and responsibilities include:
Workflow management for the Soils Research Area (SRA) Director’s Office
Maintain a calendar of events, schedule meetings/activities and management in-coming correspondence
Oversee visits emanating from the Director’s office
Oversee the Director’s travel schedule and manage expense reports
Monitor the Director’s budget to ensure it is within the allocated budgets and propose adjustments where necessary
Research Area / Program Administrative Support
Act as the ‘go-to’ person for the Soils Program maintaining strong relationships with finance & administration services units and be familiar with workflows for hiring, purchasing, contracts, finance and budgets, contracts management in order to coordinate and ensure efficient delivery of services
to the project leaders
Maintain and update the SRA databases, contact lists and electronic and hard-copy filing systems on projects, staff and agreements.
Monitor project budget execution against workplans and provide feedback to the project leaders on the status of their projects, advising them on action to be taken with regard to project extensions, budget re-allocations and any other action
Provide monthly graphic representation of project expenditure against approved budget in order to provide project leaders and management with a clear status of project resources
Maintain travel and event calendar for Soils program staff
Work closely with Program Leaders to maintain a database of all proposals being developed and/or submitted to donors and help with proposal submission requirements, formatting, budget qualifications, organizing the letters of support from partners
Obtain, compile and extract information from files, publications, library, databases and other sources as directed by the scientists for use as necessary
Prepare workshop budgets; manage participants’ travel, accommodation and visa arrangements;
and liaise with accounts staff for payments to service providers.
Coordinate conferences and workshops both locally and internationally by providing logistical and administrative support
The candidate shall have the following competencies, skills and experience:
Bachelors’ degree in business management/administration
A post-graduate diploma in project management
At least 2 years’ relevant experience working in an executive office; handling workshops and general administration, coupled with a good understanding of budgeting and financial management procedures
Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
Knowledge of Spanish or French will be an advantage
Must be proactive in follow up on tasks, and flexible to ‘pitch in’ as needed
Strong attention to detail and maintaining a timely and efficient work flow
A genuine appreciation for and understanding of protocol, discretion and professionalism
A strong administrative service orientation, ensures confidentiality, diplomacy and tact at all times
Excellent written and oral communication skills
Terms of employment:
The position is nationally recruited and based at the CIAT Offices in Nairobi, Kenya. The contract will be for a one-year period, subject to 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 together with a detailed curriculum vitae, names and addresses of three professional 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.
Closing date for applications: 27th March 2015
Only short listed candidates will be contacted.
Recruiting an Administrative Assistant
The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium (www.cgiar.org) – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia (www.ciat.cgiar.org).
The Position:
CIAT is seeking for an Administrative Assistant to perform a wide variety of program administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the CIAT Soils Research Area Director’s office and other CIAT programs.
Main duties and responsibilities include:
Workflow management for the Soils Research Area (SRA) Director’s Office
Maintain a calendar of events, schedule meetings/activities and management in-coming correspondence
Oversee visits emanating from the Director’s office
Oversee the Director’s travel schedule and manage expense reports
Monitor the Director’s budget to ensure it is within the allocated budgets and propose adjustments where necessary
Research Area / Program Administrative Support
Act as the ‘go-to’ person for the Soils Program maintaining strong relationships with finance & administration services units and be familiar with workflows for hiring, purchasing, contracts, finance and budgets, contracts management in order to coordinate and ensure efficient delivery of services
to the project leaders
Maintain and update the SRA databases, contact lists and electronic and hard-copy filing systems on projects, staff and agreements.
Monitor project budget execution against workplans and provide feedback to the project leaders on the status of their projects, advising them on action to be taken with regard to project extensions, budget re-allocations and any other action
Provide monthly graphic representation of project expenditure against approved budget in order to provide project leaders and management with a clear status of project resources
Maintain travel and event calendar for Soils program staff
Work closely with Program Leaders to maintain a database of all proposals being developed and/or submitted to donors and help with proposal submission requirements, formatting, budget qualifications, organizing the letters of support from partners
Obtain, compile and extract information from files, publications, library, databases and other sources as directed by the scientists for use as necessary
Prepare workshop budgets; manage participants’ travel, accommodation and visa arrangements;
and liaise with accounts staff for payments to service providers.
Coordinate conferences and workshops both locally and internationally by providing logistical and administrative support
The candidate shall have the following competencies, skills and experience:
Bachelors’ degree in business management/administration
A post-graduate diploma in project management
At least 2 years’ relevant experience working in an executive office; handling workshops and general administration, coupled with a good understanding of budgeting and financial management procedures
Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
Knowledge of Spanish or French will be an advantage
Must be proactive in follow up on tasks, and flexible to ‘pitch in’ as needed
Strong attention to detail and maintaining a timely and efficient work flow
A genuine appreciation for and understanding of protocol, discretion and professionalism
A strong administrative service orientation, ensures confidentiality, diplomacy and tact at all times
Excellent written and oral communication skills
Terms of employment:
The position is nationally recruited and based at the CIAT Offices in Nairobi, Kenya. The contract will be for a one-year period, subject to 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 together with a detailed curriculum vitae, names and addresses of three professional 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.
Closing date for applications: 27th March 2015
Only short listed candidates will be contacted.
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