Back Executive Assistant to the Director General

Reference number: 202413
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. CIFOR-ICRAF is looking for a

Executive Assistant to the Director General

Overview The Executive Assistant to the Director General of CIFOR-ICRAF operates with a high degree of trust and confidentiality to provide effective and efficient support to the DIRECTOR GENERAL/Director General of ICRAF and the running of the Office of the Director General.

Duties and responsibilities

1. Strategic Calendar Management:

· Proactively manage the Director General's calendar, prioritizing and scheduling appointments, meetings, and travel arrangements to optimize the DIRECTOR GENERAL's time, ensuring a strategic allocation of resources to high-impact activities.

· Oversee the receipt and response to Director-General’s official invitations.

2. Effective Communication and Liaison:

· Act as focal point for matters affecting the Office of the Director General, including liaising with the Corporate Secretary, internal units, and external partners on protocol and administrative matters.

· Draft and prepare correspondence and communication material, including internal communiques and letters in coordination with the Chief of Staff and COE.

3. Strategic Task Prioritization and Follow-up:

· Prioritize tasks, follow up on action items, and manage deadlines, in collaboration with the Chief of Staff, to ensure smooth progress on projects and initiatives which optimize the Director General's workflow and decision-making.

· Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style.

4. Comprehensive Meeting Preparation and Facilitation:

· Prepare thorough briefing materials, agendas, and minutes for executive meetings to ensure seamless facilitation, information flow and decision-making.

· Facilitate the development of streamlined processes and document management to optimize communication across the Director General and with key internal units, such as COE, RMU, and senior leadership.

· Attend meetings and calls on behalf of the Director General in her absence as requested.

5. Efficient Travel Coordination:

· Coordinate complex domestic and international travel arrangements, accommodations, and itineraries to optimize the Director General's travel, minimizing disruptions and ensuring efficient use of time.

Requirements

Education, knowledge and experience • A relevant university degree, or equivalent qualifications and experience.
• At least 3 years of professional experience relevant to the above tasks in an international working environment.
• Excellent and demonstrated command of English, both written and spoken, is required; knowledge of French and/or Spanish is an advantage.
• Strong computer skills in Microsoft Office.

Terms and conditions • This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
• The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.

Application process The application deadline is 25 Mar 2024
We will acknowledge all applications, but will contact only short-listed candidates.

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