icipe Office Manager (Research and Finance Directors Office Wing) Job in Nairobi Kenya

Vacancy Announcement: Office Manager for the Director of Research and Partnerships and the Director of Finance and Administration
 

Ref No. NRS/95/022015
 

icipe – the International Centre of Insect Physiology and Ecology – is an international research organisation focused on African insect science for food and health. 

Its mission is to alleviate poverty by ensuring food security, improving health, protecting the environment and building the capacity of researchers and communities across the developing world. 

icipe has over 450 staff to support its research and capacity building programmes located at various sites in Kenya and Ethiopia, and projects in a number of countries across Africa.

icipe wishes to recruit a suitable person to fill the position of Office Manager in the Director of Research and Partnerships (DRP) and the Director of Finance and Administration (DFA) office wing.

The position is tenable in Nairobi, Kenya at the icipe Duduville campus.

This is a two-year contract, with a possibility of extension after successfully completing a six-month probation period of the first contract. 

A competitive compensation package will be offered to the right candidate. 

Overall Purpose of the Job: The Office Manager will have overall oversight for the efficient running of the offices of the DRP and DFA.

Specific Duties:

• Provide executive administrative services of a confidential nature to the DFA and DRP.


• Support the DFA and DRP in managing their daily schedule, e.g. agendas, correspondence, appointments, meeting documentation, liaison with senior staff and follow up on priority activities.


• Provide a point of liaison between the DFA/DRP and Centre staff, and ensure the smooth and efficient transfer of information and documentation.


• Manage all critical communication and documentation to and from the offices of the DFA and DRP (including phone calls, e-mails, faxes, etc.).


• Process correspondence for proper distribution, filing and follow up.


• Collate and analyse information on various issues upon request from the DFA and DRP.


• Make travel arrangements for the DFA and DRP (flight reservations, hotel bookings, procure visas), and maintain an up-to-date travel schedule.


• Assist in planning of meetings involving the DFA and/or the DRP.


• Take minutes of meetings of the DFA and/or DRP as required from time to time.


• Manage, on a daily basis, all office supplies.


• Prepare and monitor expenditure of the Office.


• Maintain a proper system of managing information flow to and from the Offices of the DFA and DRP.


• Maintain filing systems (for both electronic and hard copies of data/documents).


• Perform any other duties that may be assigned to guarantee optimal and efficient management of the DRP and DFA offices.

Knowledge Required for Performing the Job

• Excellent computer skills, including usage of software applications, principally the Microsoft Office suite (on Macintosh and Windows PC devices), Internet and e-mail.


• Highly proficient in both spoken and written English.


• Knowledge of basic accounting is an added advantage.

Requirements / Qualifications

• Bachelor’s degree in secretarial studies or business administration.


• A minimum of 5 years post-qualification experience with a proven track record in a similar position.

Other Desirable Attributes

• Good interpersonal skills, and the ability to work in a multicultural environment.


• Fastidious attention to detail and quality.


• Ability to meet tight deadlines.

Reporting: This position reports to the DRP and DFA.

The selected candidate should be available to start as soon as possible.

How to Apply

All applications must arrive via email on or before the 28th February 2015. 

Please quote the job reference number NRS/95/022015 on the email subject line. 

Interested applicants should submit:

(a) a confidential cover letter, 

(b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and

(c) a one-page write-up on how you consider yourself suitable for the job, to:

officemanagerdrpdfa@icipe.org

Only shortlisted candidates will be acknowledged.

icipe is an Equal Opportunity Employer