Background

CABI (Centre for Agriculture and Biosciences International) is an international not-for-profit organization that improves people’s lives worldwide by providing information and applying scientific expertise to solve problems in agriculture and the environment. Our approach involves putting information, skills and tools into people's hands. CABI's 48 me...

Role Context

The position holder will provide effective administrative and operational support to the Africa centre and key executive functions. The role serves as a central coordination point, ensuring the effective management of correspondence, schedules, documentation, and communication with internal and external stakeholders.

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders on all matters relating to the Executive Director’s (ED) and Regional Director’s (RD) offices.
• Provide direct administrative and executive support to the Executive Director and Regional Director offices.
• Manage and prioritize correspondence on behalf of the ED and RD, including emails, letters, and other communication.
• Support the processing of project reports, business development documentation, and other official materials on behalf of the ED and RD.
• Support the contract process, including coordination, filing, and sharing executed contracts with relevant project teams.
• Maintain accurate and well-organised electronic and physical filing systems for contracts, reports, and key documents.
• Manage complex calendars, including scheduling meetings, prioritizing commitments, and coordinating across time zones.
• Coordinate and support protocol matters for the Regional Centre, including official visits, high-level meetings, and engagements with key stakeholders.
• Arrange and coordinate travel, including flights, accommodation, visas, and itineraries for the ED and RD.
• Prepare and process expense claims and reimbursements in line with organisational policies.
• Ensure effective front office management to maintain a positive and efficient image of the organization
• Receive all the visitors at the reception while maintaining a pleasant and professional demeanour at all times and directing them accordingly.
• Support administrative processes related to operations at the Africa Regional Centre.
• Maintain and regularly update the organizational contacts database.
• Manage the shared email inbox, ensuring timely responses, appropriate follow-up, and escalation where necessary.
• Ensure accurate record-keeping and confidentiality of sensitive information.

Qualifications

• Bachelor’s degree in business administration or any other related field

Experience

• Minimum of 3 years’ experience in a similar role

Skills

• Excellent planning, organizational and time management skills
• Ability to apply sound judgment in responding to issues and concerns
• Proficient in Microsoft Office Suite.
• Demonstrable ability to provide high-level executive support
• Strong interpersonal and communication skills.

• Serve as the primary point of contact for internal and external stakeholders on all matters relating to the Executive Director’s (ED) and Regional Director’s (RD) offices.
• Provide direct administrative and executive support to the Executive Director and Regional Director offices.
• Manage and prioritize correspondence on behalf of the ED and RD, including emails, letters, and other communication.
• Support the processing of project reports, business development documentation, and other official materials on behalf of the ED and RD.
• Support the contract process, including coordination, filing, and sharing executed contracts with relevant project teams.
• Maintain accurate and well-organised electronic and physical filing systems for contracts, reports, and key documents.
• Manage complex calendars, including scheduling meetings, prioritizing commitments, and coordinating across time zones.
• Coordinate and support protocol matters for the Regional Centre, including official visits, high-level meetings, and engagements with key stakeholders.
• Arrange and coordinate travel, including flights, accommodation, visas, and itineraries for the ED and RD.
• Prepare and process expense claims and reimbursements in line with organisational policies.
• Ensure effective front office management to maintain a positive and efficient image of the organization
• Receive all the visitors at the reception while maintaining a pleasant and professional demeanour at all times and directing them accordingly.
• Support administrative processes related to operations at the Africa Regional Centre.
• Maintain and regularly update the organizational contacts database.
• Manage the shared email inbox, ensuring timely responses, appropriate follow-up, and escalation where necessary.
• Ensure accurate record-keeping and confidentiality of sensitive information.

• Excellent planning, organizational and time management skills
• Ability to apply sound judgment in responding to issues and concerns
• Proficient in Microsoft Office Suite.
• Demonstrable ability to provide high-level executive support
• Strong interpersonal and communication skills.

• Bachelor’s degree in business administration or any other related field