Business Support Assistant II (Administrative Assistant) at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

The Capacity Building Administrative Assistant plays a key supportive role in the administration and monitoring of the icipe postgraduate and training programmes.

Specific Duties

•  Support the development and improvement of data collection processes, data entry into databases, and analysis.
•  Collate feedback and learning to support monitoring and evaluation for effective capacity building and quality improvement.
•  Provide regular feedback and reports on the status of monitoring.
•  Carry out administrative tasks to support the delivery of postgraduate and other training programmes.
•  Support in coordination of training courses, workshops and meetings (manage logistics, travel, accommodation, budgets and payments, invitations, workshop materials, etc.).
•  Support in coordinating meetings of the CBIS, including preparing documentation and taking minutes, and following up on action points with relevant parties.
•  Provide information for updating the icipe website on capacity-building activities.
•  Prepare and share information relevant to capacity building through various media.
•  Support students’ welfare.
•  Creates and manages electronic and manual filing systems, and maintain and update files and records, archiving and storage.
•  Maintains a database of key contacts for the Programme.
•  Handles maintenance of office assets and keeps an inventory of equipment, vehicles, and procured supplies.
•  Responds to routine correspondence, and handles e-mail, telephone communication, requests, inquiries and other communication systems and processes to appropriate parties.
•  Assists with project staff travel arrangements and logistical support in conjunction with the relevant units, including handling of travel requests and travel expense reports, accommodation, and travel advances.

Requirements/Qualifications

•  A diploma in administration, monitoring and evaluation, project management or related field.
•  A bachelor’s degree in a relevant field would be an added advantage.
•  At least 2 years of relevant experience, preferably with a focus on project administration and monitoring in a multidisciplinary and multicultural environment at an international NGO or research organisation.
•  Finance or Accounting knowledge is an added advantage.
•  Knowledge of basic French is an added advantage.
•  Advanced skills in MS Office, especially Outlook, Word, and Excel.
•  Experience working in an international organization.
•  Excellent numeracy skills, including ability to prepare reports in table and chart formats.
•  Confident, effective communicator with good writing and verbal skills.
•  Experience with use of databases for project management.

Other Desirable Attributes

•  Effective administrative skills.
•  Excellent planning and organisational skills, and ability to determine priorities and attention to detail.
•  Ability to efficiently organise logistics for meetings and workshops.
•  Effective communication and writing skills.
•  Experience in facilitating teamwork and collaboration across multiple functions.
•  Expected to analyse, solve problems and make decisions within own work area with approval from the supervisor.
•  Supervise tasks that are mostly routine in own activities.
•  Expected to handle travel imprest, make payments to participants and accountability for advances.

Reporting
This position reports to the Senior Business Support Officer I – Capacity Building.