Administrative Assistant at International Centre for Tropical Agriculture (CIAT)

On Wednesday, October 23rd, 2013
The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. 

CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia.

CIAT is seeking for an Administrative Assistant with the following main duties and responsibilities:
 

1. Research Area/Programs Administrative Support
  • Act as the go-to person for a Research Area or programs. Maintain strong relationships with corporate services units and be familiar with workflows for purchasing, contracts, finance and budgets.
  • Maintain and update the CIAT corporate and project databases, contact lists and maintain electronic and hard-copy filing systems on projects and agreements, as necessary
  • Obtain, compile and extract information from files, publications, library, databases and other sources as directed by scientists for use as necessary
  • Work closely with Program Coordinators to ensure that the day-to-day work of and communication within the Research Area or programs is implemented effectively to achieve targets agreed in the work plan
  • Oversee logistical arrangements for visitors and ensure briefing materials and notes for each visit are prepared in advance and taking minutes during such meetings when necessary
  • Assist, in liaison with the procurement unit, in the procurement of goods and services required by research area/program staff
  • Support program staff in liaison with contracts and finance units, with contracts and budget clearance
  • Support HR as needed for orientation and settling in of new researchers, consultants, students and interns
  • Be responsible for other office support functions for the Leaders, including phone, IT, vehicle, travel and meeting logistics
2. Workshops and Events management
  • Coordinate conferences and workshops both locally and internationally and provide all logistical and administrative support during the activity.
  • Ensure workshop materials, venues and audio-visual needs are available, organized accordingly and ready at all times.
The candidate shall have the following competencies, skills and experience:
  • Bachelors’ degree in business management/administration
  • A post-graduate diploma in public relations/communication will be an added advantage
  • At least 3 years’ relevant experience working in an executive office and handling workshops and general administration
  • Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
  • Knowledge of Spanish or French an advantage
Terms of employment:
The position is nationally recruited, will be based at CIAT Offices in Nairobi, Kenya.
The contract will be for one year period, subject to a probation period of three (3) months, renewable depending on performance and availability of resources.

How to apply:
Applicants are invited to send a cover letter illustrating their suitability for the above position against the listed qualifications, competencies, skills together with a detailed curriculum vitae, including names and addresses of three referees. 
All correspondence should be sent to [email protected] and should clearly indicate “Administrative Assistant” on the subject line. 
Applications and CV’s should be saved as one file using the applicant’s last name and first name for ease of sorting.

Closing date for applications: 4th November 2013

All applications will be acknowledged; only short listed candidates will be contacted.

We invite you to learn more about us at: www.ciat.cgiar.org
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