The International Institute of Tropical Agriculture (IITA) is a not-for-profit institution that generates agricultural innovations to meet Africa’s most pressing challenges of hunger, malnutrition, poverty, and natural resource degradation. Working with various partners across subSaharan Africa, we improve livelihoods, enhance food and nutrition security, increase employment, and preserve natural resource integrity. IITA is a member of the One CGIAR, a global agriculture research partnership for a food-secure future. Please visit http://www.iita.org/ for more information on IITA. The Technologies for African Agricultural Transformation (TAAT) funded by the African Development Bank (AfDB), is a major continent-wide program designed to boost agricultural productivity across the continent by rapidly delivering proven technologies to millions of farmers. The overall goal of TAAT is to double crop, livestock, and fish productivity by expanding access to productivity-increasing technologies to more than 40 million smallholder farmers across Africa. TAAT aims to generate an additional 120 million metric tons (MT) of food while lifting 130 million people out of poverty. Getting certified seeds of the most modern varieties into the hands of tens of millions of farmers is the primary objective of TAAT. The Clearinghouse is co-funded by the Bill and Melinda Gates Foundation and AfDB and is responsible for linking TAAT Compact activities with country-level programs, positioning these countries’ governments as TAAT’s Primary Scaling Partners. This is achieved through the provision of technical assistance in regional and country project design, ensuring the inclusion of proven technologies and robust partnership arrangements within the resulting projects. The program is looking for a highly qualified, highly organized, proactive, and results-oriented individual to fill the vacant position of Executive Assistant to provide high-level administrative, coordination, and operational support to the Head of the TAAT Clearinghouse and the Clearinghouse team.

Position Responsibilities

The Executive Assistant will work in close collaboration with the Head of the TAAT Clearinghouse, providing comprehensive administrative, organizational, and coordination support. The position requires a high level of professionalism, discretion, initiative, and the ability to manage multiple priorities in a fast-paced, multicultural environment. The Executive Assistant will play a critical role in ensuring the smooth day-to-day operations of the Clearinghouse, effective communication with internal and external stakeholders, and timely follow-up on strategic and operational actions.

Key Responsibilities

Executive and administrative support

• Work closely with the Head of the TAAT Clearinghouse and proactively identify operational issues requiring attention, proposing practical solutions as appropriate.

• Manage the Head of Clearinghouse’s calendar, including scheduling meetings, appointments, engagements, and official travel.

• Coordinate logistics for missions, meetings, workshops, and conferences, including travel arrangements, visas, accommodation, and per diem processing for the Head of Clearinghouse and TAAT experts.

• Screen, prioritize, and manage a high volume of correspondence, calls, and information, ensuring timely and professional responses.

• Draft correspondence, briefing notes, reports, presentations, and responses on behalf of the Head of Clearinghouse, as required.

Coordination of meetings and partnerships

• Prepare and support meetings of the TAAT Clearinghouse, including internal coordination meetings, partner meetings, and institutional events.

• Take minutes, track action points, and ensure systematic follow-up on decisions and assignments.

• Serve as a focal point and liaison between the TAAT Clearinghouse, TAAT Ecosytem (PMU, Compacts, PSC) IITA administration, CGIAR S4I Program and other external partners.

Knowledge Management

• Develop, maintain, and regularly update administrative and operational databases to support efficient Clearinghouse operations and easy retrieval of information.

• Maintain an organized filing and archiving system for the TAAT Clearinghouse documentation, including correspondence, reports, contracts, and procedures (both electronic and hard copy).

• Ensure confidentiality, discretion, and data protection in handling sensitive information.

Financial and budgetary support

• Support the preparation of annual operational budgets and financial reports for the TAAT Clearinghouse.

• Track expenditures against approved budgets and flag variances or issues to the Head of Clearinghouse in a timely manner.

• Prepare and submit expenditure justifications and supporting documents in Oracle and other relevant financial systems, in accordance with IITA and donor procedures.

• Support procurement processes for goods, services, and equipment required for Clearinghouse operations, in coordination with relevant IITA units.

Monitoring and coordination

• Track assignments and projects delegated by the Head of Clearinghouse to staff and consultants, ensuring timely delivery of outputs.

• Monitor progress on missions, deliverables, and reporting requirements, and provide regular status updates.

• Facilitate effective internal communication and coordination within the Clearinghouse team and with other IITA units.

• Perform any other duties as may be assigned by the Head of the TAAT Clearinghouse

Requirements

Required qualifications and experience

• Bachelor’s degree or advanced Diploma in Executive Secretarial Studies, Administrative Management, Office Management, Project Administration.

• At least 5 years’ experience as an Executive Assistant, Senior Administrative Assistant, or similar role, preferably in an international organization or donor-funded program.

• Demonstrated experience supporting senior management and coordinating complex schedules, meetings, and missions.

• Excellent organizational skills with the ability to manage multiple priorities and meet tight deadlines.

Required competencies and skills

• Strong written and verbal communication skills in French; working knowledge of English.

• High level of professionalism, integrity, discretion, and confidentiality.

• Proactive, solution-oriented mindset with strong attention to detail.

• Ability to work independently and as part of a multicultural team.

• Strong interpersonal skills and ability to liaise effectively with senior officials, partners, and stakeholders.

Duty Station: Cotonou, Benin Republic

The contract will be for a period of two years, with the possibility of renewal contingent upon the availability of funds and the candidate's performance.

IITA is an equal opportunity employer and is committed to building a diverse workforce, particularly welcoming applications from women. While all applications will be acknowledged, please note that only shortlisted candidates will be contacted.

Benefits