Overall Purpose of the Job

The Senior Executive Officer (SEO) will provide high-level executive and administrative support to ensure the efficient and effective operation of the Office of the Director General (DG). He/she serves as the primary point of contact for the DG’s internal and external stakeholders, manages the DG’s schedule and priorities, coordinates institutional communications from the DG’s Office, and ensures timely follow-up on decisions. The role demands exceptional organizational skills, discretion, and the ability to anticipate needs, enabling the DG to focus on strategic leadership. The SEO works closely with the icipe Events and Travel Coordination Officer to ensure seamless logistical arrangements for meetings, travel, and official events. 

Specific Duties

Executive Support

• Manage the flow of communications and documentation to and from the DG’s Office, including telephone calls, emails, and official correspondence, through a well-maintained and efficient system.
• Review, prioritize, and delegate a variety of complex and confidential requests, ensuring appropriate and timely responses.
• Prepare, proofread, and edit correspondence, presentations, briefing notes, and reports for the DG.
• Ensure the DG is fully briefed and prepared for meetings, missions, and public engagements by providing background materials and talking points.

Calendar, Meetings, and Travel

• Maintain and coordinate the DG’s calendar, including planning and scheduling all appointments, meetings, conferences, and travel.
• Organize meetings for the DG, including preparation of agendas, collation of documents, minute-taking, and follow-up on action points.
• Work closely with the Events and Travel Coordination Officer to arrange travel logistics (flights, accommodation, visas, ground transport) and prepare comprehensive travel packs.
• Maintain an up-to-date record of the DG’s travel schedule and manage frequent flyer accounts.

Governance Support

• Coordinate the logistics of Governing Council meetings, including travel, accommodation, visas, and per diems for members, in close collaboration with the Events and Travel Coordination Officer.
• Prepare and distribute meeting documents, support notetaking, and monitor follow-up on Governing Council action points.

Institutional Communications

• Draft, edit, and coordinate official communications from the DG to internal and external stakeholders.
• Prepare briefing notes, speeches, and talking points for DG-led meetings, conferences, and public events.
• Coordinate the timely dissemination of DG-related announcements, updates, and messages to staff.
• Liaise with the Communications Unit to facilitate the DG’s participation in media engagements, interviews, and public statements.
• Manage the DG’s official correspondence, ensuring accuracy, professionalism, and timely follow-up.

Budget and Resource Management

• Contribute to budget preparation and monitor expenditures for the DG’s Office.
• Manage procurement and inventory of office supplies for the DG’s Office.

Relationship Management and Liaison

• Serve as the first point of contact for high-level visitors and stakeholders, ensuring appropriate protocol arrangements, in coordination with the Events and Travel Coordination Officer.
• Liaise with senior staff, donors, Board members, and government officials on behalf of the DG.

Records and Information Management

• Maintain electronic and physical filing systems for the DG’s Office, ensuring efficient retrieval and secure storage of sensitive documents.
• Process correspondence for appropriate distribution, filing, and follow-up.
• Foster effective communication and collaboration between the DG’s Office and other icipe units.

Other Duties

• Supervise the DG’s chauffeur and the Administration Assistant.
• Support special projects and initiatives as assigned by the DG.
• Provide cover for other senior-level administrative functions as required to ensure continuity of operations.

Requirements / Qualifications

• Bachelor’s degree in Business Administration, Communication, International Relations, or related field.
• A relevant postgraduate qualification will be an added advantage.
• At least 8 years of progressively responsible executive-level administrative experience, preferably in an international or research organization.
• Demonstrated experience in supporting Board/Governing Council-level governance processes.
• Proven track record in stakeholder engagement, event coordination, and collaboration with travel and event management functions.
• Excellent written and verbal communication skills in English; working knowledge of French will be an advantage.
• High level of integrity and commitment to confidentiality.
• Proficiency in Microsoft Office Suite, virtual meeting platforms, and document management systems.

Other Desirable Skills

• Exceptional organizational and time-management skills, with the ability to handle multiple priorities under tight deadlines.
• Strong interpersonal skills and the ability to work with tact, diplomacy, and discretion.
• Ability to work independently, exercise sound judgment, and anticipate needs.
• Professionalism and commitment to organisational values.
• Attention to detail and accuracy.
• Client service orientation and relationship building.
• Adaptability and problem-solving skills.
• Team spirit and intercultural sensitivity.