Executive Assistant at IITA - International Institute of Tropical Agriculture

Ref.: IITA-HR-NRS2016-055
Location: Ibadan
Recruitment Type: (1-year renewable contract)

Responsibilities
Successful candidate will among other things perform the following duties:

Administration:

• Provide administrative backstopping to Nigeria-based projects (ACGG and others) and offices and financial support to ILRI Ibadan staff (both Nationally and Internationally Recruited Staff);
• Prepare letters, memo, visa requests and letters of invitation for staff and visitors;
• Assist in preparing short term request for the unit;
• Manage secretariat (receiving visitors, providing orientation for new staff, receiving and making telephone calls, organizing filing systems for the office, and providing secretarial support);
• Maintain personnel files for all ILRI Ibadan employees;
• Liaise with IITA on administrative issues concerning ILRI Ibadan staff;
• Handle requests from ILRI Headquarters regarding administrative and financial issues;
• Liaise with ILRI Headquarters on all legal and human resource dimensions;
• Assist in planning, organizing and coordinating logistics for project meetings, workshops, field trips and other events in the Programme;

Logistic Management:

• Assist in making travel arrangements - travel authorization, air tickets, accommodation etc;
• Coordinate vehicle management and administration (filling of log books by drivers, repairs, insurance etc.);
• Manage facilities and consumables and organise preventive maintenance for all ILRI assets in coordination with IITA;
• Ensure proper identification of all ILRI assets, and update asset register regularly;
• Participate in organizing workshops and conferences;

Financial Management:

• Compile, check and analyse ILRI Accounts Statements from IITA, Ibadan, Nigeria
• Monitor projects budget (ACGG and others) and prepare project financial reports;
• Process, check and monitor various documents related to advances, payments, expense claims for ILRI staff, visitors and collaborators;
• Handle petty cash (receiving request, making payment, keeping register, submit replenishment request as necessary);
• Liaise with IITA Finance for monthly financial report for ILRI Ibadan office and ensure timely submission to ILRI Headquarters;
• Assist in procurements and perform any other duties as may be assigned by the supervisor.

Qualification

• HND/B.Sc in Banking & Finance, Secretarial Studies, Business Administration or any related field with Eight (8) years’ experience in a multidisciplinary working environment.

Competencies:
The ideal candidate must have:

• Ability to work with a high degree of autonomy and to take initiative and exercise good judgment;
• Ability to get things done under pressure;
• Competency in personal organization and priority setting with the ability to work effectively under time pressure and manage multiple priorities;
• Good interpersonal and communication skills, with the ability to effectively interact with people in a multi-disciplinary and multi-cultural environment and to be an effective team player;
• Creative and flexible respond to changing work requirements.
• Strong computer skills in relevant office applications software packages (i.e. MS Word, PowerPoint, and Excel).

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