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