Administrative Assistant
Full time @CABI (Centre for Agriculture and Biosciences International) posted 2 weeks ago in Administration Shortlist Email JobJob Detail
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Experience 3 Years
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Qualifications Degree Bachelor
Job Description
- 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.
What You’ll do
- 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, prioritising 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.
ABOUT YOU:
- Bachelor’s degree in business administration or any other related field
ABOUT US
KNOWLEDGE FOR LIFE
- Minimum of 3 years’ experience in a similar role
- 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.
