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28/01/2013 - Recrutement

ICRAF / Administrative Officer

Référence
Secteur Administration
Description About our organization
The World Agroforestry Centre (ICRAF) is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.
The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.
To learn more about our organization, please visit our website: www.worldagroforestry.org
About the project
This is a new four-year project with focus on three West African countries: Mali, Sierra Leone and Guinea. The initiative aims to improve livelihoods and the environment through ‘high value’ biocarbon interventions, namely agroforestry, rehabilitation of soils and landscapes and provision of essential products, improved forest management practices and sustainable wood energy systems. It will work in selected large landscapes, with other partners in the field, national institutions and policy makers.
About the position
ICRAF seeks to recruit the under mention staff to be based in Sierra Leone country office in Makeni for the execution of the project ‘Building Biocarbon and Rural Development on West Africa (BIODEV)’ funded by the Finish government.
I - Accounts & Administrative Officer
Under the Administrative supervision of the Country coordinator and Functional supervision of the Sahel Finance Officer in Bamako, the Accounts & Administrative officer of BIODEV project in Sierra Leone will have the following roles and responsibilities.
Bookkeeping of all financial records;
Keep track of all staff travels, advances request and advance justifications;
Generate financial reports through the general ledger for monthly individual project components budget holder control;
Have a working knowledge of an accounting software, preferably SUN;
Preparation and payment of monthly salaries and any allowances of project staff and collaborators;
Preparation of monthly imprest batches for replenishment from ICRAF-WCA/Sahel office in Bamako Mali;
Write out cheques for payments;
Cash/Cheques disbursements ;
Ensure the respect of ICRAF accounting procedures in all financial transactions;
Ensure the respect of all labour and government administrative procedures;
Ensure the timely preparation and payments of all related taxes, rents etc. and staff dues to the competent government departments;
Ensure procurement and the timely maintenance, proper management and use of all project equipment according to ICRAF procedures and policies;
Ensure maintenance, proper management, inventory and use of all ICRAF’s assets and equipment,
Advise the Country Coordinator and ICRAF HR unit on Local HR policies, procedures and local labor laws.
Oversee HR processes in terms of benefits and compensation, staff development, performance management, rewards, employee relations and internal communications.
Qualifications and experience:
Bachelors degree in accounts, business administration and/ or management;
Minimum of three years working experience as administrator and accountant preferable in an international organization;
Mastery of computer (MS word, Excel, PowerPoint etc) and internet;
Proven experience in administration/human resources and financial management;
Capability to work in a multidisciplinary team;
Knowledge of French would be an added advantage;
Possess good communication and writing skills;
Extensive team and organizational management experience;
Perform any other task assigned by the hierarchy.
II- Administrative & ICT Assistant
Under the direct supervision of the Accounts and Administrative Officer with guidance of the Administrative, HR & IT staff of the node and regional office, but accountable to Country Coordinator; the Administrative Assistant & ICT Assistant of BIODEV project in Sierra Leone will have the following roles and responsibilities.
Receive and screen all incoming calls;
Receive and screen visitors;
Assure routing secretarial duties, such as filing of documents, drafting routine correspondences, reception, registration and dispatching of external mails, booking of hotels, flights for project staff and visitors, visa applications etc.
Organise workshops, training courses and other meetings inside and out of the office,
Take notes and prepare minutes during internal meetings; workshops, training courses and other meetings inside and out of the office;
Maintain petty cash account in the office,
Updating administrative and human resources files for chronological and easy reference
Follow up health medical insurance for staff and ensure reimbursement
Monitor and update staff leave and staff list
Assist in the organization of staff welfare, training of staff and provide report of the events
Maintain the computer network of the project;
Ensures updates of relevant software on project computers;
Ensure the respect of ICRAF IT procedures in terms of confidentiality, and security ;
Install, maintain and administer workstations under the supervision of ICRAF-WCA/Sahel IT Specialist
Any other duties assigned by supervisor.
Qualifications and experience:
Holder of a HND or B.Sc in secretarial service; ICT or equivalent qualification;
Minimum of three years working experience as administrative assistant with similar tasks, preferable in an international organization;
Mastery of computer (MS word, Excel, PowerPoint etc) and internet;
Proven experience as administrative assistant;
Proven experience in ICT tasks
Capability to work in a multidisciplinary team;
Possess good communication and writing skills;
Extensive organizational experience;
III- Drivers (2)
The Drivers of BIODEV project in Sierra Leone will have the following roles and responsibilities:
Under the direct supervision of the Accounts and Operations officer, but accountable to Country Coordinator, the incumbent will carry out the following tasks requiring considerable skill and judgement:
Drive project staff and visitors on official mission,
Drive and guide visitors,
Assist in visa processing,
Ensure the cleanliness and care of the vehicle assigned and report mechanical faults,
Ensure vehicle timely maintenance,
Ensure that vehicle documents are up to date and follow up vehicle document renewal
Ensure security of project vehicle at all times
Collect and deliver mails, parcels and carry out other administrative errands,
Assist the staff in planning vehicle movements
Assure any other tasks assigned by the hierarchy
Qualifications and experience:
Completion of a secondary school education with a relevant driving license training as appropriate
Well-developed knowledge of driving techniques
A basic understanding of the mechanics of the vehicles they drive particularly aspects relating to safety, basic maintenance and reliability
A high level of courtesy to other road users and pedestrians
Good command of English
At least 5 years driving experience including at least 3 years with preferably with an international organization or similar institution.
IV- Office Attendant
Under the direct supervision of the Administrative Assistant & ICT, but accountable to Country Coordinator, the office assistant will carry out the following tasks requiring considerable skill and cutesy:
Ensure the cleanliness and care of office buildings and equipment (desks, computers, filing cabinets, etc.)
Provide photocopying and binding services to all project staff
Prepare coffee and tea during:
Office hours
Workshops and seminars inside and outside the office
Training courses and other meetings
Receives and dispatch internal couriers
Register the asset book and assist the Account officer in labeling and inventory of the asset
Assist the administrative assistant & ICT in general office running services
Any other tasks assigned by the hierarchy
Qualifications and experience:
Completion of a GCE O Level or GCEA Level or equivalent certificate
Well-developed knowledge of clerical tasks
Knowledge of computer skills
Good communication skills and good command in English
Good team player
Capability to work in a multidisciplinary team
Terms of offer
The World Agroforestry Centre is an equal opportunity employer and offers a collegial and gender-sensitive working environment. We believe that staff diversity promotes excellence and strongly encourage applications from qualified women. These positions are on national terms and will be for an initial period of two (2) years, subject to a probation period according to the local labour law. The contract could be renewed subject to performance, continued relevance of the position and availability of funds.
How to apply
Applications for the position must include:
A cover letter illustrating your suitability for the position against the listed requirements and salary expectations
A detailed curriculum vitae
The names and addresses of three referees, including telephone, fax numbers and email addresses.
All correspondence should be addressed to the Human Resources Unit, ICRAF West and Central Africa Sahel Node via email: icraf-wca@cgiar.org with a copy to icraf-sl@cgiar.org. Applicants should indicate “Application – Title of position – Sierra Leone” on their application letters and email submissions.
Applications will be considered until 10th February 2013 or until a suitable candidate is identified and selected. We hope to hold interviews during the third week of February 2013.


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