Business Support Officer II Vacancy

Published · Updated

(Ref. No. NRS/444/042021)

icipe seeks to recruit a Business Support Officer II (Executive Assistant) in the Director General’s Office. The
position is tenable in Nairobi at the icipe Duduville campus. This is a two-year contract, renewable subject to
continued position needs, funding for the position, and performance of the staff member. This is a nationally
recruited position. A competitive compensation package will be offered to the right candidate. Only shortlisted
candidates will be contacted.
Overall Purpose of the Job
The position holder will provide executive secretarial and administrative services of a confidential nature to the
Director General’s office; support the Director General in managing her daily schedule, e.g. agenda management,
correspondence, making appointments, preparation of documentation for meetings, and liaising with other senior
staff within the Centre.
Specific Duties
The successful candidate will be expected to:

  • Manage information flow of all critical communication and documentation to and from the Director General’s
    Office (including telephone, e-mails, faxes etc.) through a well maintained and operated system.
  • Process correspondence for proper distribution, filing and follow up.
  • Maintain an up-to-date database of addresses of all donors, collaborators, associates and contacts of icipe.
  • Collate and analyze information on various issues upon request from the Director General.
  • Make travel arrangements (flight reservations, hotel bookings and visa procurement for the Director General), maintain an up-to-date travel schedule and manage the Director General’s frequent flyer program.
  • Assist in planning of meetings involving the Director General and/or other senior staff.
  • Take minutes of meetings of the Director General and other senior staff as required from time to time.
  • Prepare a budget for and manage on a daily basis all office supplies in the Director General’s office.\
  • Prepare and monitor expenditure of the Director General’s office.
  • Maintain filing systems for both electronic and hard copies of data/documents held in the office of the Director General.
  • Manage the logistics of Governing Council meetings (travel and accommodation, visas and per diems).
  • Perform any other duties that may be assigned to guarantee optimal and efficient management of the Director General’s office.

Requirements/Qualifications

  • Bachelor’s degree and certification in a relevant course/area such as administration or project
    management.
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Access).
  • Five (5) years’ experience in providing support to top management in an international organization.

Core Competencies

  • Ability to work independently and with professional discretion.
  • Strong interpersonal skills and ability to build relationships and work with a broad range of people.

Other Desirable Attributes

  • Good communication and writing skills.
  • Effective organizational and analytical problem-solving skills.
  • Excellent writing, editing, grammatical, and organizational skills.

Reporting
This position reports to the Director General.
How to Apply
Applications will be accepted up to 5th May 2021. Interested applicants should submit: (a) a confidential cover
letter; (b) detailed CV with names and addresses of 3 referees, including e-mail addresses; and (c) a statement
illustrating suitability against the listed qualifications/competencies/abilities, and skills.
Candidates are required to apply online through: http://recruit.icipe.org or by Email: recruitment@icipe.org

icipe is an equal opportunity employer. It fosters a multicultural work environment that values gender
equity, teamwork, and respect for diversity.

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