Administrative Assistant

Overall Purpose of the Job

• To provide office administrative support in the Grants, Partnerships and Projects Office by ensuring efficient day-to-day operations and supporting the offices of the Executive Assistant to the Director General (DG).
• Serve as the focal administrative staff and offer secretariat support managing icipe’s affiliation as a Stockholm Convention Regional Centre, Kenya (SCRC, Kenya) under the Stockholm Convention on Persistent Organic Pollutants (POPs).

Specific duties

• DG Office Reception and DG’s Executive Assistant Office
• Support the Organization’s correspondence and support the preparation of
• communication letters and responses to external stakeholders, with accurate information.
• Assist in updating the contact database for icipe.
• Assist with the preparation of Executive Board and Governing Council file documents.
• Offer administrative support to the Director General's Office, including raising required payment requests and correspondence dispatch.
• Assist in coordinating the organization’s guests' visits and travel logistics.
• Support in procurement and ensuring the DG Office supplies are in place.
• Provide Support to the Grants, Partnerships and Projects Office
• Filing of print documents related to Projects, Partner Agreements, Memorandum of
• Understanding (MoU), Material Transfer Agreements (MTAs), and other partnership engagement documents in the Grants Office, including all relevant correspondence, and ensuring they are properly archived and retrievable
• Provide logistical and technical support to the Grants Office in organizing Institutional Events.
• Liaise with finance and procurement teams in following up on requisitions, payments, and purchase orders related to the Director General’s Office.
• Provide support to colleagues in program and finance as well as grants office to ensure timely submission of project reports.
• Any other tasks assigned by the Supervisor.
• Serve as the focal administrative staff and offer secretariate support managing icipe’s affiliation as a Stockholm Convention Regional Centre, Kenya (SCRC, Kenya) under the
• Stockholm Convention on Persistent Organic Pollutants (POPs).
• Provide logistical support to icipe Stockholm Convention Regional Centre (SCRC), Kenya, in convening and hosting the SCRC/UNEP Events.
• Provide all the support required to prepare the financial report and document the Workshop proceedings and prepare the technical reports

Requirements/ qualifications

• Diploma in Business Administration / Management/Public Administration, Operations Management or a related field.
• At least 1 year of progressively responsible work experience at national levels in office administration and project management in corporate field. NGO experience is desired.
• Experience in events management skills including reporting writing.
• Proven experience in office management, basic financial management and excellent record keeping.
• Demonstrable writing skills and experience in documentation of proceedings, including techniques of research program administration.
• Possesses excellent interpersonal skills, organizational skills and pays great attention to detail.
• Advanced computer skills, including Microsoft windows and Microsoft office suite
• Ability to write reports, and office correspondence.