International Centre of Insect Physiology and Ecology (icipe) is a pan-African Centre of excellence in research for development and capacity building in insect science and its applications. Its mission is to help alleviate poverty, ensure food and nutritional security and improve the overall health status of peoples of the tropics.

Responsibilities or duties

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

Qualifications or requirements (e.g., education, skills)

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.

• 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.
• 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.
• 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

• Events management skills
• Reporting writing
• Office management
• Basic financial management
• Excellent record keeping
• Demonstrable writing skills
• Documentation of proceedings
• Techniques of research program administration
• Excellent interpersonal skills
• Organizational skills
• Great attention to detail
• Advanced computer skills, including Microsoft windows and Microsoft office suite
• Ability to write reports, and office correspondence.

• Diploma in Business Administration / Management/Public Administration, Operations Management or a related field.