Administrative Assistant

Key Responsibilities

DG Office Reception and DG’s Executive Assistant Office

• Support the Organization’s correspondence and the preparation of communication letters and responses to external stakeholders with accurate information.
• Assist in updating the contact database for icipe.
• Assist with the preparation of Executive Board and Governing Council file documents.
• Offer administrative support to the Director General's Office, including raising required payment requests and correspondence dispatch.
• Assist in coordinating the organization’s guests' visits and travel logistics.
• Support in procurement and ensuring the DG Office supplies are in place.

Grants, Partnerships and Projects Office Support

• Filing of print documents related to Projects, Partner Agreements, Memorandum of Understanding (MoU), Material Transfer Agreements (MTAs), and other partnership engagement documents.
• Ensure documents are properly archived and retrievable.
• Provide logistical and technical support to the Grants Office in organizing Institutional Events.
• Liaise with finance and procurement teams in following up on requisitions, payments, and purchase orders related to the Director General’s Office.
• Provide support to colleagues in program and finance as well as grants office to ensure timely submission of project reports.

Stockholm Convention Regional Centre (SCRC) Support

• Serve as the focal administrative staff and offer secretariat support managing icipe’s affiliation as a Stockholm Convention Regional Centre, Kenya (SCRC, Kenya).
• Provide logistical support to icipe Stockholm Convention Regional Centre (SCRC), Kenya, in convening and hosting SCRC/UNEP Events.
• Provide all the support required to prepare financial reports and document workshop proceedings.
• Prepare technical reports.

Requirements and Qualifications

• Diploma in Business Administration / Management / Public Administration, Operations Management or a related field.
• At least 1 year of progressively responsible work experience at national levels in office administration and project management in a corporate field. NGO experience is desired.
• Experience in events management skills including report writing.
• Proven experience in office management, basic financial management, and excellent record keeping.
• Demonstrable writing skills and experience in documentation of proceedings, including techniques of research program administration.
• Possesses excellent interpersonal skills, organizational skills, and pays great attention to detail.
• Advanced computer skills, including Microsoft Windows and Microsoft Office Suite.
• Ability to write reports and office correspondence.

How to Apply

Interested and qualified candidates should apply online through the official icipe recruitment portal at recruit.icipe.org or via the application link: https://www.myjobmag.co.ke/apply-now/1204281.