Administrative Assistant | Communications, Liaison and Events Coordinator

International Livestock Research Institute

International Food Policy Research Institute (IFPRI)

The positions: The International Food Policy Research Institute (IFPRI) seeks to hire an Administrative Assistant and a Communications, Liaison and Events Coordinator for its Eastern and Southern Africa Regional Office (ESAO) Division in Addis Ababa, Ethiopia.

General: IFPRI is one of the international agricultural research institutes organized under the CGIAR Consortium. The mandate of IFPRI is to identify and analyze alternative national and international strategies and policies for meeting world food needs in ways that conserve the natural resource base, with emphasis on low income and on the poorer groups in the countries. With a vision for a world free of hunger and malnutrition, IFPRI’s mission is to provide sustainable solutions for ending hunger and reducing poverty.

1. Administrative Assistant

Vacancy Number: A/034/15

Job Purpose:

The purpose of this position is to provide administrative assistance support for IFPRI Eastern and Southern Africa Office, particularly to the Head of Office.

Main Responsibilities:

• Handles all secretarial responsibilities and duties for the office;


• Handles and account for petty cash payments;


• Assists with preparation of technical and financial reports and submissions as needed;


• Manages, reviews and responds to internal and external communication flow, including drafting correspondence and responding to queries:


• Maintains and updates collaborators’ contacts information and -coordinates distribution of materials and information;


• Liaises with ILRI departments; Finance, Supply Chain, Housing and Catering, Transport Pool, Engineering and Maintenance Facilities Units to obtain services and goods required;


• Provides administrative support to research staff and assists in communications with partners on project implementation;


• Arranges travel of IFPRI staff and collaborators for meetings and training in Ethiopia and abroad;


• Arranges visas and other travel documents;


• Assists with maintenance of asset database;


• Maintains proper filing and other office management systems;


• Other duties as assigned.

Minimum Requirements:

Education: Diploma in Secretarial Science, Office Management, Business Administration or other relevant field of study from a recognized university or college.

Experience: At least 2 (two) years of relevant work experience.

Skills and Competencies:

• Efficiency with use of Microsoft Office tools and other computer programs/skills;


• Excellent verbal and written command of English;


• Ability to work independently with minimal supervision;


• Ability to interact positively and maintain good relations with ILRI and IFPRI staff as well as partners/collaborators;


• Possess excellent interpersonal communications skills and participate as a team member n accomplishment of tasks;


• Highly effective planning, organizational and multitasking skills with a positive attitude and strong administrative service orientation;


• Good judgment and a high level of respect for confidentiality.

Position level: 1C.

Minimum Base salary: Birr 7,461 per month (Negotiable depending on experience, skill and salary history of the candidate)

2. Communications, Liaison and Events Coordinator

Vacancy Number A/035/15

Job Purpose:

The purpose of the Communications, Liaison and Events Coordinator position is to support IFPRI regional office with communication regarding its activities and assist in organizing the institute’s events in Addis Ababa.

Main Responsibilities:

• Documents and communicates the work of IFPRI activities in the Eastern and Southern Africa region, through various forms of media, including articles, blog postings press releases, social media, etc.;


• Manages the IFPRI Eastern and Southern Africa Regional Office website, ensuring it is accurate and up to date;


• Liaises with IFPRI researchers and Communications Division in HQ to help communicate their work to partners, collaborators, and other IFPRI staff;


• Assembles and distributes IFPRI promotional materials, e.g. posters, flyers and brochures;


• Organizes media presence, video recording and photography of IFPRI events;


• Ensures IFPRI publications are received and distributed to all interested persons in the region;


• Facilitates and oversees the welfare of visiting IFPRI staff arid other visitors;


• Assists with travel arrangements for persons attending IFPRI events in the region;


• Assists with the planning and realization of seminars, conferences, meetings and other events in Ethiopia and the region for IFPRI;


• Provides administrative support as and when needed;


• Other duties as assigned.

Minimum Requirements:

Education: A Bachelor of Arts degree in a relevant field of study.

Skills and Competencies:

• Proficiency in Microsoft Word, Excel, Access, PowerPoint and other computer programs/skills.


• Excellent knowledge of oral and written English;


• Excellent analytical, interpersonal skills and ability to interact positively and successfully with people from a variety of professional backgrounds;


• Ability to focus on details is essential;


• Highly effective planning, organizational and multitasking skills with a positive attitude and strong administrative service orientation;


• Ability to plan and implement activities systematically to meet deadlines, review plans periodically and evaluate results.

Experience:

• At least 2 years relevant work experience in the area of communications, events planning and management and general administration.

Position Level: 2C

Duty Station: Addis Ababa, Ethiopia

Minimum Base salary:

• Birr 14,839 per month (Negotiable depending on experience, skill and salary history of the candidate)

Terms of appointment: Initial appointment is for three years renewable appointment based on performance and funding availability. IFPRI offers a multicultural, collegial research environment with competitive salary and excellent benefits in line with ILRI salary applicable for its Nationally Recruited Staff. IFPRI is an international and equal opportunity organization and believes that diversity of its staff contributes to excellence.

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

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Administrative Assistant | Communications, Liaison and Events Coordinator