Programme and Administrative Officer at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

• The Programmes & Administrative Officer will assist in implementing research excellence across icipe’s 4H Themes and Platforms, coordinating and reviewing proposals, project progress reports, Governing Council reports, and partnership building, while ensuring an effective research environment. Additionally, the officer will manage normative office duties, calendars, and meetings.

Specific duties

The successful candidate will undertake tasks that include but are not limited to the following:

Programme Management and Coordination

• Assists the (DDG-R4D in the implementation of the Centre’s programmatic R4D and partnership activities to ensure effective and timely execution and reporting.
• Takes an active role in the technical review of proposals, project progress reports, and technical documents for assessment before submission to donors.
• Support the DDG-R4D in monitoring project outputs and deliverables to ensure alignment with agreed milestones, timelines, and donor requirements, while assisting in identifying and addressing any implementation delays or risks.
• Follow up with project teams and partners to ensure timely submission of inputs required for high-quality technical reports, workplans, and other project deliverables, emphasising completeness and alignment with project objectives.
• Assists the DDG-R4D in maintaining close working relationships with institutional partners, host Governments, and Scientists to foster partnerships and facilitate cooperation.
• Assists the DDG-R4D in building and enhancing institutional and human resource capacities of various Themes.
• Works closely with the DDG-R4D to uphold research compliance requirements and contribute to risk assessment and mitigation strategy development.
• Undertakes official missions to partners, either alone or within institutional teams, to document activities.
• Assists the DDG-R4D in the preparation, organisation, and servicing of various technical committees and Governing Council meetings of the Centre, including contributing to the preparation of reports, official documentation, and related submissions to the Director General’s office and the Governing Council.
• Conducts related training for junior colleagues by reviewing their work and providing feedback.
• Facilitate donor and partnership missions to/from icipe and media relations with the Communications Office

Budget Coordination

• Responsible for the preparation and monitoring of the DDG-R4D budget.
• Monitor budget expenditures against planned allocations, track financial transactions, and support timely budget revisions where necessary.
• Support the DGG-R4D in monitoring financial and technical performance and the reporting process of various projects in collaboration with the Research Programme Manager and Officers.
• In liaison with the Project Accountant, support the Research Programme Manager and
• Officers as required to monitor budgets and spending on different line items, follow up to ensure the timely preparation and delivery of financial reports to the grants team for onward submission to the donor.

Programme Administration

• Plans and manages normative office duties, calendars, filing systems, good practices sharing, and linkages to Research for Development (R4D) and capacity building programmes.
• Supports planning and organising internal and external meetings, workshops, and events as required.
• Organises expert group meetings, conferences, and seminars; prepares draft speeches and presentations as needed.
• Coordinates with and ensures linkages and synergies with the Director General (DG) and
• Cooperate Service offices, particularly regarding R4D and capacity development.
• Provide comprehensive day-to-day administrative support to the DDG-R4D by managing travel schedules, coordinating logistics, processing travel advances, and ensuring timely liquidation of advances through submission and verification of receipts and supporting documentation.
• Other duties assigned by the Head of the Centre

Requirements/ qualifications

• Bachelor’s degree in business administration or its equivalent.
• At least 2-3 years of experience in administrative and programme management responsibilities.
• Relevant experience in reporting, budgeting, partnership engagement, and timesheet management.
• Experience working in an international organisation.
• Experience in the development and implementation of projects
• Willingness to work long hours and travel to other countries and regions.
• Excellent command of the English language, written and verbal.
• Solid experience in working independently in a fast-paced, deadline-driven environment.

Core competencies

• Ability to plan effectively and manage risks.
• Stakeholder engagement skills
• Problem-solving skills.
• Effective negotiation skills
• Excellent people management skills in a multicultural setting
• Excellent organisational skills, high level of accuracy with attention to detail, and ability to
• manage/prioritise a high-volume workload with strict deadlines.
• Demonstrates expert-level proficiency in MS Word, PowerPoint, and Excel.