Executive Assistant to the DDG-P4D at IITA - International Institute of Tropical Agriculture

Job Description

• Reporting directly to the Deputy Director General, Partnerships for Delivery (DDG-P4D), this position provides executive professional and administrative support to the DDG in the day-to-day administration of the Directorate.
• The incumbent serves as a primary point of contact for the DDG-P4D on all matters pertaining to the Directorate, maintaining high confidentiality as may be required and exercising discretion and a good sense of judgment.
• The Executive Assistant will have the ability to work independently, and must be able to work under pressure at times to handle a wide variety of activities.

Responsibilities

• The successful candidate will among other things perform the following duties and responsibilities:
• Work closely and effectively with the DDG, and be proactive in bringing up matters that should receive his attention with proposals on solutions regarding any operational issues
• Perform a broad variety of administrative tasks for the DDG in all aspects including managing his meetings, commitments, appointments/schedules, travels, and other routine and non-routine activities of the Directorate and following up appropriately
• Organize and prioritize large volumes of information and calls, handling correspondence professionally, raising draft statements and responses on behalf of the DDG and/or recommending appropriate course of action
• Support the DDG in preparation for the meetings of the Board of Trustees, assisting with the design and development of relevant presentations by the DDG
• Provide administrative support for the DDG's participation at meetings of the Management Team and other institutional meetings and conferences
• Liaise appropriately with Units/Projects within the Directorate and in the Institute on pertinent issues and submit appropriate reports to the DDG
• Build and manage good working relationships that are crucial for the success of the work of the Directorate, maintaining discretion and confidentiality
• Develop, maintain and update relevant databases for the effective running of the Directorate, facilitating easy retrieval of information
• Keep record of P4D corporate documentation including documentation relating to correspondence, reports and procedures
• Research, analyse and prepare reports (including technical reports) for consideration of the DDG
• Support teams in the management of special projects and cross-divisional coordination work plans
• Prepare the annual budget and financial reports, track expenditure and ensure effective management of the Directorate budget
• Monitor progress of projects allocated to staff by the DDG; prioritize and ensure that reports and correspondence are dealt with efficiently and effectively
• Manage procurement of materials and equipment required for the effective running of the office
• Perform any other duties as may be assigned by the supervisor from time to time

Qualification and Competencies
Qualification:

• B.Sc. or HND in Administration, Management, Business Administration or related discipline, plus a related Master's degree with 10 years cognate experience in partnership development, communications, particularly in an international multilingual and multicultural environment supporting executives.

Competencies:

• Strong communication skills - verbal and written
• Strong leadership skills
• Strong organizational and analytical skills
• Demonstrated proactive approach to problem-solving
• Cultural intelligence
• Personal effectiveness
• Political awareness
• Project management
• Good sense of judgment and discretion
• Team-player, collaboration/relationship management skills
• Flexibility
• Results oriented
• Experienced and proficient in using Word, PowerPoint and Excel

Remuneration
We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment.

Applicants should complete the online application, attaching detailed Curriculum Vitae saved with their names in Microsoft word format. The application must include the names and e-mail addresses of three professional referees which must include the applicant’s current or previous direct Supervisor, professional colleague and evidence of current remuneration package.

• Click here to apply online
• Click here for more information (PDF)

Note: IITA is an equal opportunity employer and particularly welcomes applications from female candidates.