Key responsibilities
Executive support & coordination
- Manage the DG’s schedule in consultation with the Head of Planning, Coordination & Engagement, ensuring timely briefings, priority setting, and institutional representation
- Organize and support the DG’s meetings, appointments, internal and external engagements, travel and the relevant logistics
- Provide quality customer service including handling calls, enquiries and other communication
- Coordinate with protocol, security, travel agent, communications, and facilities teams for high-level events and visitor management
- Prepare and package briefing materials, background documents, talking points, and follow-up notes from key meetings and missions
- Draft, proofread, and format correspondence, presentations, and institutional reports as required
- As required, take part in meetings, take minutes and follow up on action points through to completion.
Office management
- Contribute to the preparation of the annual budget and board materials for the DG’s office
- Develop and/or maintain records, filing systems, calendars, and contact databases relevant to the DG’s office
Liaison & institutional interface
- Act as a central liaison between the DG’s office and ILRI departments, programs, partners, CGIAR, donors, and government officials
- Support the coordination of ILRI Board events, high-level delegations, donor visits, and ministerial engagements
- Maintain an up-to-date database on details of all donor visitors and VIP to the institute.
- Perform any other related duties as may be required
Requirements
- Bachelor’s degree in business administration/management, international relations, communications or relevant field
- Five years relevant experience
- Demonstrated ability to manage executive calendars, high-level meetings, and confidential information
- Strong planning and organizational skills with the ability to prioritize and manage multiple tasks
- Excellent written and verbal communication skills in English
- High proficiency in Microsoft Office Suite and digital platforms (MS Teams, Zoom, SharePoint, etc.)
- Strong interpersonal and relationship management skills
- High level of discretion, reliability, and integrity in handling sensitive information
