Assistant to Project Manager

Nairobi, Kenya
Full-time
Animal and Human Health

The International Livestock Research Institute (ILRI) seeks to recruit an Assistant to Project Manager to provide project management support.

ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR Research Centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. www.ilri.org

Responsibilities

1.Proposal Development

Support in tracking project proposal documentation, including logging all project documents in the OCS system.

2. Project Planning

Work closely with the rest of the project administration team and ILRI support units to ensure project procurement plans are in place to avoid delays in acquiring project consumables, consultants, staff etc as needed.

3. Project Execution

Inputting various project requests on the OCS system these includes procurements, RFPs, consultant requests, payment requests, raising various requisitions on the OCS system.
Assist in ensuring effective communication within administrative team
Gather inputs for the preparation of project reports
Arranging for fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues ,etc.
Take minutes for all project meetings and share these in good time
Procurement support: Collating all RFQs, following up for quotations from procurement, Creating suppliers on the system, Raising Pos, and payment requests.
Field work support: work closely with Field assistant to arrange fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues, Requisition of funds for Government perdiems and ensuring timely & accurate surrenders with all the support documents in place
Request funds for Fellows activities in line with approved forecasts and coordinate the surrender of these funds, and assist in reviewing the receipts to support fellow expenses, putting these on OCS.
Consolidating all support documents for all expenses as per the monitoring meetings and reports. All these are put on one shared folder in a manner that is easy to link the support document with the expense.
Booking dummy flights and accommodation to facilitate Visa applications for various fellows/staff and eventually fully confirming these bookings depending on Visa outcomes
Support in partner support documentation consolidation

4. Project Closing

Create a list of electronic project documentation/repository including reports, approvals and any other relevant documentation for donor support documentation and archiving these as needed.
Coordinate knowledge sharing activities at the close of the project
Update and maintain all project databases and filing systems
Perform any other related duties as may be required

Requirements

Bachelor’s degree with a minimum of two years relevant experience
Or Diploma in relevant field with five years of relevant experience
Technical training in project management – desirable
Good understanding of methods, techniques and procedures
Effective administrative skills
Effective communication and writing skills
Experience in facilitating teamwork and collaboration across multiple functions
Experience working in an international organization

Post location: This position will be based in Nairobi, Kenya

This position is at job level HG12 and it is only open to Kenyan nationals. The position is a 18 month contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes pension, medical and other insurance.

How to apply: Applicants should send a cover letter and CV expressing their interest in the position, what they can bring to the role, and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Director, People and Organizational Development by clicking on the "Apply Now" tab above on or 26 April 2024 The position title and reference number REF: AHH/1366/2024 should be clearly marked on the subject line of the cover letter.

We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.

ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). ILRI also does not concern itself with information on applicants' bank accounts.