Purpose of the Role:
The incumbent will offer executive administrative and project management support to the Regional Director and other senior managers as well as carry out a wide range of projects administrative tasks in supporting CABI in India.
Key Accountabilities
• Manage meeting arrangements to ensure meetings are held and attended and that all the necessary documentation is in place, take minutes to provide a record and follow ups
• Collate reports for RD to ensure that all information required by the business is produced accurately and to deadlines
• Liaise with CABI Commercial and Publishing, and facilitate in printing and acquiring CABI Stationery and other publications
• Reminding the staff of important tasks and deadlines as per direction of line manager
• Typing, compiling and preparing reports, presentations and correspondence
• Provide sophisticated calendar management for the Regional Director.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad range of administrative tasks that facilitate the RD’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meeting partners; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• To Support Development, Monitoring, Reporting and Documentation of Projects in India;
• Support the preparation of key project documentation and managing their custody
• Support monitoring of Projects Deliverables, ensuring Quality & Timeliness and provide periodical reports of the status
• Maintain and update the Projects Database
• Maintain the Projects Workspace on the intranet (SharePoint) by uploading the projects documents, liaising with project managers for highlight reports etc
• Monitor Adherence to PRINCE 2 Reporting and Documentation
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the RD’s office including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the SRD’s style and organization policy
• To Support the Preparation, Profiling and Documentation of Key Institutional Documents and Records
KNOWLEDGE FOR LIFE
• To facilitate maintenance of CABI Africa’s Regional and International main contacts database
• To facilitate the planning and organizing of meetings, conferences and workshops
Knowledge & Skills
• Excellent interpersonal skills with ability to develop and maintain constructive and cooperative working relationships with others and maintain positive attitude
• Strong diplomacy, initiative, planning, organisational and time management skills
• Ability to adapt quickly to new and different environments
• Strong communication skills
• Flexibility, reliability, tact and discretion
• Meticulous and good attention to detail
• Proven analytical and drafting skills
• Project Management background
• Excellent report writing skills
• Excellent English skills
• Computer Proficiency, good command on Microsoft Office especially Word, Excel and Power Point programs
Education & Previous Experience
• Master Degree in Management, Administration or related discipline recommended
• At least 3-5 years’ experience in related field as executive support, liaison & coordination, project management with well reputed International/National Organization
Personal Characteristics
• remain discrete and professional with confidential information
• a team player, with strong interpersonal and communication skills;
• highly creative, self-motivated
• good organizational and interpersonal skills
• honest & hard working
Application Deadline: 30 June 2022
