Executive Assistant Vacancy at The International Institute of Tropical Agriculture (IITA)

 Employment Nigeria 07-Jul-1640 IBADAN , Agriculture   Administrative  


The International Institute of Tropical Agriculture (IITA) - a non-profit organization founded in 1967 in Nigeria and governed by a Board of Trustees. IITA works on the following crops: cowpea, soybean, banana/plantain, yam, cassava, and maize. It is a member of CGIAR, a global agriculture research partnership for a food secure future.

POSITION : Executive Assistant 

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.

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.



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