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ILRI Vacancy: Administrative Assistant in Livestock Genetics – External Advert (Closing date: 31 January 2018)

The Position: The International Livestock Research Institute (ILRI) ILRI seeks to recruit an Administrative Assistant to join the Livestock Genetics Program team in Addis Ababa, Ethiopia.
General:  The International Livestock Research Institute (ILRI) works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. www.ilri.org.
Job Purpose:  
The Administrative Assistant will be providing an administrative support to the Livestock Genetics staff, consultants and graduate students.
Main duties & responsibilities:

  • Manages, reviews and responds to the internal and external communication flow – drafting correspondence and responding to queries;
  • Maintaining and updating of collaborators’ address lists and preparing distribution of materials to regions or in response to specific enquiries;
  • Recording monthly attendance of full time consultants and temporary staff;
  • Preparing consultant, graduate fellow and temporary staff contracts and handling payment requests accordingly;
  • Organizing induction programs for newly employed staff and arranging office setup/ICT equipment;
  • Follows up with project partners and consultants on their reports/deliverables, prepares payment requests for consultants/partners, and ensure completion of payment transfer;
  • Managing procurement, maintaining assets database and coordinating service and maintenance of all assets;
  • Update and maintain program records including entering information to electronic management information systems and following up on approvals and other issues;
  • Liaising with Finance, Supply Chain, Housing, Catering and Conference Services, Engineering and Facilities, People and Organizational Development units to obtain service and goods required;
  • Managing vehicles (maintenance, daily allocation, updating mileage records, insurance renewals, etc.);
  • Managing travel (ticketing, hotels, visas, airport transfers, travel authorizations, travel expense reports and project advance) for staff and students;
  • Coordinating arrangements for conferences and workshops both locally and internationally and providing secretarial, logistical and financial administration during the activity;
  • Liaising with Project Leaders and partners to organize logistics of visits to project sites and being generally responsible for the administrative aspects of such arrangements;
  • Maintaining the calendar, travel, and leave schedule of the program staff;
  • Other admin duties proposed by the Scientist and Acting Program Manager/Assistant to Program Manager.

Minimum Requirements
Education:

  • Diploma in Business Administration, Management or other relevant field of study.

Skills:

  • Conversant to Microsoft office tools and other basic computer skills,
  • 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.

Experience:

  • At least 2 years’ relevant work experience plus technical training

Duty Station: Addis Ababa.
Job level: 1C.
Monthly Base Salary: Birr 9,610 (Negotiable depending on experience, skill and salary history of the candidate)
Terms of appointment:  This is a Nationally Recruited Staff (NRS) position, initial appointment is 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 with dining and sports facilities.
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: AA/01/18 should be clearly indicated in the subject line of the cover letters. All applications to be submitted online on our recruitment portal: http://ilri.simplicant.com on or before 31 January 2018.
To find out more about ILRI visit our website at http://www.ilri.org
To find out more about working at ILRI visit our website at http://www.ilri.org/ilricrowd/
Suitably qualified women are particularly encouraged to apply.
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Original author: 
People and Organizational Development
Post date: 12/01/2018

Original link: http://feedproxy.google.com/~r/ILRIjobs/~3/B7yw6zHJwzk/
Source feed: ILRI vacancies
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