The International Institute of Tropical Agriculture (IITA) is one of the world’s leading research partners in finding solutions for hunger, malnutrition, and poverty. Our award-winning research for development (R4D) addresses the development needs of tropical countries. We work with partners to enhance crop quality and productivity, reduce producer and consumer risks, and generate wealth from agriculture.
We are a nonprofit organization founded in 1967, governed by a Board of Trustees, and supported by several countries.
Our mission is to enhance food security and improve livelihoods in Africa through research for development (R4D).
We use the R4D model in setting a research course that addresses major development problems in Africa rather than simply contributing to scientific knowledge. It has proven to be an effective mechanism for agricultural research development. We and our partners have delivered about 70% of the international research impact in sun-Saharan Africa in the last three decades.Responsibilities
Executive Administrative Support:
Lead the execution of high-level administrative and secretarial functions, including drafting complex correspondence, managing executive calendars, and maintaining robust physical and digital filing systems.
Exercise sound judgment in handling sensitive information and project documentation, ensuring strict adherence to data protection regulations and ethical standards.
Provide strategic administrative support to enhance the operational efficiency and effectiveness of the unit.
Proactively identify and implement process improvements to streamline administrative workflows.
Office Operations and Resource Management:
Oversee day-to-day office operations, including documentation management, inventory oversight, and timely procurement of essential supplies and materials.
Maintain accurate and up-to-date inventory records, and implement proactive stock management strategies to ensure uninterrupted operations.
Analyze usage trends and recommend cost-effective procurement solutions.
Travel and Logistics Coordination:
Manage end-to-end travel logistics for staff, including processing travel requests, advances, and reimbursements in compliance with organizational policies.
Ensure timely and accurate documentation, and liaise with relevant departments to resolve travel-related issues efficiently.
Meeting and Event Coordination:
Coordinate internal and external meetings, workshops, and events, including agenda preparation, minute-taking, and follow-up on action items.
Ensure effective stakeholder engagement and timely communication of meeting outcomes.
ERP and Systems Oversight:
Initiate and monitor Oracle ERP requests, track approvals, and ensure alignment with financial, procurement, and compliance protocols.
Serve as a liaison between the unit and finance/procurement teams to resolve system-related issues and ensure timely processing of requests.
Perform any other duties as may be assigned by the Supervisor.
Requirements
HND/BSc in Business Administration, Public Administration or a related field.
The ideal candidate must have a minimum of four (4) years’ experience performing a similar role in a well-structured environment.
Competencies
The ideal candidate must:
Be proficient in Microsoft Office applications (Word, Excel, Powerpoint, Outlook) and familiar with ERP systems (e.g. Oracle)
Have strong organizational, planning, and multi-tasking abilities.
Demonstrate a high level of attention to detail.
Possess a solid understanding of administrative and clerical procedures within an office setting.
Be able to maintain composure and effectively prioritize tasks in a fast-paced environment.
Have excellent interpersonal and communication skills (written and verbal).
Maintain high discretion and professionalism when handling sensitive and confidential information.
Display a proactive, service-oriented attitude with strong problem-solving capabilities.
