Operation assistant

JOB REFERENCE: ICPAC/Operation assistant/2015
Location:ICPAC, Nairobi, Kenya
Job Title: Operation assistant
Grade: Project staff, IGAD GS4
Accountable to: Director, ICPAC
Duration: 1 Year contract (12 months) with possibility of renewal
1.0 Introduction
The IGAD Climate Prediction and Applications Centre (ICPAC) is a specialized Institution of the Inter-Governmental Authority on Development (IGAD). The mission of ICPAC is to provide climate information, prediction and timely early warning for applications in support of environmental management, disaster risk reduction and sustainable development in the Horn of Africa. ICPAC plays a central role in addressing the objectives and goals of IGAD Drought Disaster Resilience and Sustainability Initiative (IDDRSI) mainly in respect to Multi-hazard early warning (MH-EW) and Disaster risk Management (DRM). ICPAC extend its services to 4 main sectors and fulfil the recommendations of the World Meteorological Organization’s Global Framework for Climate Services (GFCS): Water, Agriculture, Health and DRM.
ICPAC is implementing with the support of UNDP the project “Strengthening the Capacity of IGAD in Building resilience in the Horn of Africa”. The project is focused on the achievement of four key outputs: Strengthened capacity of IGAD to plan, implement and coordinate the drought Emergency activities; Make Available Drought Resilience and Disaster Risk Management related knowledge products, policies and systems; Development and Implementation of IGAD’s Resource mobilization and Partnership strategy to strengthen the Drought Resilience in the Region; Strengthened National Coordination Mechanisms of Member states for Drought Resilience.
In its effort to improve IGAD and National/Member States’ Human Resource Capacity for Building Drought Resilience, Conflict Prevention, and DRM, especially in enhancing administrative efficiency to address challenges associated with climate risks, ICPAC wishes to engage an Operation Assistant within the framework of this project.
2.0 Overall Purpose
To Provide administrative and clerical support to the ICPAC Director and perform a variety of regular tasks to facilitate a well organized office and complete specialized computer tasks as instructed to relieve staff of certain essential routine responsibilities and to assist staff by finishing projects and workflows as requested to meet deadlines in support of Building Disaster Resilience capacity in the Horn of Africa.
3.0 Core Duties and Responsibilities
• Performs administrative and secretarial duties to include answering telephone, setting up office files, preparing correspondence, and generating reports
• Providing innovative ideas in applying IGAD/ICPAC procedures and policies as a means for improving practice, work and organizational structure.
• Coordinating meetings, events and sessions with other department assistants.
• Preparing guests or stakeholders accommodations.
• Creating presentations, documents, files, spreadsheets and databases.
• Arranging for the delivery of domestic and international packages.
• And any other related duties as may be assigned by the Director of ICPAC.
4.0 Minimum Qualifications and Experience
• Bachelor’s degree, preferably in management, marketing, public relations or business administration.
• Two (2) years working experience.
• Advanced PC skills and sound knowledge of the MS Office package: MS Word, Excel, Outlook, Power Point;
• Experience of working in Regional organization or programme in East African context.
5.0 Key Skills and Competencies
• Excellent written and oral skills.
• Ability to multitask and work on multiple projects at once.
• Proficiency in many computer system such as but not limited to all Microsoft systems, Photoshop, and Adobe.
• Extensive knowledge and ability to use social media and new multimedia technologies such as but not limited to Facebook, Instagram, Twitter.
• Ability to learn quickly and communicate effectively.
• Excellent organizational ability and attention to detail.
• Ability to manage time well and prioritize tasks.
• Honesty, integrity, discretion, diplomacy and tact
• Working well under pressure
• Ability to work in a multi-cultural environment.
• Fluency in English
• Knowledge of French is an advantage
6.0 Salary
Competitive salary based on qualifications
7.0 How to apply
You are invited to submit your CV and motivation letter to ICPAC using below address not later than 17th March 2015, 23:00 (GMT+3). Specify the job reference in your application. Shortlisted candidates will be invited for an interview.
The Director,
IGAD Climate Prediction and Application Centre (ICPAC)
P. O .BOX 10304, 00100 GPO
Nairobi, Kenya
Tel: +254 203514426
E-mail : This e-mail address is being protected from spambots. You need JavaScript enabled to view it