Administrative Assistant Job at International Livestock Research Institute - ILRI - 2015

POSITION ANNOUNCEMENT – EXTERNAL

Administrative Assistant

Vac. No.: A/020/2015

19 May 2015

 

The Position:  ILRI seeks a qualified Administrative Assistant to organize logistics and to handle the overall administrative responsibilities in Capacity Development unit in Addis Ababa, Ethiopia.

General: ILRI works with partners worldwide to enhance the roles that livestock play in food security and poverty alleviation, principally in Africa and Asia. The outcomes of these research partnerships help people in developing countries keep their farm animals’ alive and productive, increase and sustain their livestock and farm productivity, find profitable markets for their animal products, and reduce the risk of livestock-related diseases.

A member of the CGIAR Consortium working for a food-secure future, ILRI has its headquarters in Nairobi, Kenya, a principal campus in Addis Ababa, Ethiopia, and offices in other countries in East, West and Southern Africa (Mali, Mozambique and Nigeria) and in South Asia (India and Sri Lanka), Southeast Asia (Laos, Thailand and Vietnam) and East Asia (China). www.ilri.org.

Key Duties and Responsibilities:

·            Assists, on a day-to-day basis, in the management of individual and group training activities and training resources development;

·            Prepares contracts for trainees, graduate fellows, initiate stipend/payment, liaise with People and Organizational Development and Finance offices;

·            Makes arrangements, as necessary, for visitors to Capacity Development; deals with visitors and callers on all routine administrative matters;

·            Organizes logistics for travelers;

·            Handles data entry, updating and maintenance of Capacity Development databases;

·            Establishes and maintains manual and electronic office records and develops a proper filing system for the Capacity Development office;

·            Maintains office environment and stationary supplies with appropriate records – ensures the smooth operation of the Capacity Development office;

·            Handles Capacity Development office communication including telephone, Skype, fax and email;

·            Assists in managing appointments and meetings schedules for the Head of Capacity Development and team members;

·            Liaises with the appropriate units for supplies, repair and maintenance of office facilities;

·            Performs such other duties that would be expected to fall within the competence of an administrative assistant that the supervisor may assign.

Minimum Requirement:

Education:

·         Diploma in Management or Secretarial Science and Office Management

 

Experience:

·         At least 2 years of relevant work experience.

 

Skills:

·         Ability to assimilate the nature of CapDev work; good PC skills, word processing, spreadsheets and email systems

·         Be able to work independently with minimal supervision

·         Participate as a team member in accomplishment of duties

·         Possess excellent interpersonal and communication skills

·         Good judgment and a high level of respect for confidentiality

·         Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure

·         Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation

·         Ability to work in a multi-cultural environment

·         Excellent spoken and written English

 

Duty Station: Addis Ababa.

 

Job level:            1C.

 

Monthly Base Salary: Birr 7,461 (Negotiable, depending on experience, skill and salary history of the selected candidate)

Terms of appointment:  This is a Nationally Recruited Staff (NRS) position, initial appointment is fixed term for three years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.

 

The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa.  Dining and sports facilities are located on site.

Applications: Applicants should provide a cover letter and curriculum vitae; names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to be included in the curriculum vitae. The position and reference number: REF: A/020/15 should be clearly indicated in the subject line of the cover letter. All applications to be submitted online on our recruitment portal: http://ilri.simplicant.com on or before 1 June 2015.

Suitably qualified women are particularly encouraged to apply.

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