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Senior Administrative Assistant

1 month ago

Dubai, United Arab Emirates Biosaline Full time

The International Center for Biosaline Agriculture (ICBA) is an international, non-profit agricultural research center established in 1999 through the visionary leadership of the Islamic Development Bank (IsDB), the Organization of the Petroleum Exporting Countries (OPEC) Fund, the Arab Fund for Economic and Social Development (AFESD), and the Government of the United Arab Emirates (UAE). ICBA is a unique applied agricultural research center focused on marginal areas where an estimated 1.7 billion people live. It identifies, tests, and introduces resource-efficient, climate-smart crops and technologies that are best suited to different regions affected by salinity, water scarcity, and drought. Through its work, ICBA helps to improve food security and livelihoods for some of the poorest rural communities around the world. ICBA is an equal opportunity employer and appoints qualified staff regardless of race, creed, color, age, gender, religion, or national origin. We demonstrate our commitment to each member of our team through a competitive benefits package designed to assist our employees in covering their needs and the needs of their immediate family members.

Job Summary

The Senior Administrative Assistant supports the Chief Scientist and the DP staff in managing daily operations. This role ensures effective coordination and smooth execution of administrative tasks, travel arrangements, and events management, contributing to the overall efficiency of the department.

Job Responsibilities
  • Provide comprehensive administrative support to the Chief Scientist by managing the calendar, organizing internal/external meetings, and coordinating speaking engagements and conferences.
  • Prepare background materials, including briefing notes, talking points, and other relevant documents.
  • Take minutes at meetings including memos, action plans agreed, and follow-up on them.
  • Maintain and update division databases and filing systems.
  • Manage administrative functions, including processing purchase requests, expense reports, etc., for the department and CAC office.
  • Assist scientists in HQ & CAC office in recruiting consultants and support staff by preparing Terms of Reference (TOR), obtaining budget approvals, and preparing documentation for advertising opportunities. Assist in managing payment requests based on deliverables.
  • Contribute to the preparation of key knowledge products such as annual/bi-annual stakeholder reports, publication lists, project briefs, and presentations.
  • Arrange for translation if required.
  • Serve as the Travel Coordinator for the Directorate of Programs, managing all aspects of travel logistics.
  • Coordinate events both locally and internationally, handling arrangements such as flights, visas, accommodation, and transportation.
  • Collaborate with HR and Finance to ensure all travel and logistical needs are met for seamless event and mission execution (visa applications, allowances, etc.).
  • Support in providing necessary translations.
  • Fill in for Director General’s secretary, as necessary.
  • Other projects assigned by Chief Scientist.
Qualifications and Experience
  • Bachelor’s degree in Business Administration, Management, or a related field.
  • 3 to 5 years of experience in a senior administrative or executive assistant role, preferably within a research or non-profit organization.
  • Experience in supporting senior management in a fast-paced environment.
  • Strong organizational abilities, including attention to detail, multitasking, and time management, ensuring smooth day-to-day operations.
  • Excellent written and verbal communication skills in English.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software tools.
  • Fluency in Arabic and/or Russian is an advantage.
Post Date

9 November 2024

Status

Open

Vacancy Type

Full-time

Closing Date Location

Dubai, UAE

Report To

Chief Scientist

Job Number

ICBA-DP-2024-004

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