Administrative Associate I

May 20, 2024
Nairobi, Kenya
Full-time
IRRI

The International Livestock Research Institute (ILRI) seeks to recruit an Administrative Associate on behalf of International Rice Research Institute (IRRI) to provide overall day to day secretarial and administrative support to the Office Manager and to all unit employees and be responsible for the daily activities needed to run IRRI-Africa’s Regional Office administration.

ILRI works to improve food security and nutrition and reduce poverty in developing countries through research for efficient, safe, and sustainable use of livestock. It is the only one of 11 CGIAR research centers dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, ILRI 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

IRRI is dedicated to reducing poverty and hunger through rice science; improving the health and welfare of rice farmers and consumers; and protecting the rice-growing environment for future generations.

Key Responsibilities

1. Purpose
  - Provide overall day to day secretarial and administrative support to the Office Manager and to all unit employees. Responsible for the daily activities needed to run IRRI-Africa’s Regional Office administration

1,1 Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.

Receive incoming mail, shipments and invoices and direct them to the appropriate departments.
Assist in organizing logistics for workshops, meetings and other events. Assist with visitors’ travel arrangements and bookings for flights, accommodation and local transport as requested.
Photocopy, file and scan documents.
Manage meetings and appointments for the regional office and write minutes of the meetings as required.
Keep track of basic office supplies by maintaining inventory and assist in ordering new/additional basic office supplies as needed.
Facilitate requests related to IT, work orders, meetings, visit requests and materials for publications.
Assist in the application and processing of import and export permits for research and other materials.
Assist in the procurement of goods and services for the Kenya Country office and other Country offices in the region when needed.
Assist to prepare documents for visa applications, Travel and Miscellaneous Expenses (T&ME) for Kenya country office.
Assist to facilitate the orientation and onboarding of new staff as well as offboarding staff.
Coordinate with the Finance team to ensure suppliers are paid on time.
Assist in maintaining the online office directory and photo depository for the region.
Assist to update the regional calendar of events and follow up with the event owners for logistics arrangements.
2. Engagement
Efficient and effective administrative support for staff and visitors
Ensuring all programs and operations have adequate support needed.
Reporting discrepancies he/she finds within the accounts to his/her supervisor.
Compliance with expenditure commitment procedures

3. Delivery

Improve efficiency and dealing with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated in a professional and courteous manner

4. Generic

All documentation and arrangements are accurate and processed in a timely manner.
Timely submission of reports and inventory

Requirements

Diploma in business administration/management, project management
At least two years relevant experience
Demonstrated ability to multi-task
Good oral and written communication skills -Fluency in written English
Communicates status of work regularly and in a timely manner
knowledge of MS Office (Word, Excel, PowerPoint)
Ability to perform fast, efficient and maintain discretion and confidentiality
Have basic knowledge of office administration and procurement skills
Demonstrated professional level of attention to detail and accuracy of work.

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

Terms of Appointment

This position is at job level HG 10. The position is a 2 year fixed term contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes: pension, medical and other insurances

How to apply: Applicants should send a cover letter and CV expressing their interest in the position, what they can bring to the job 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 before 20 May 2024. The position title and reference number REF: AA-IRRI/05/2024 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.