Program Management Associate

Nairobi, Kenya
WorldFish

The International Livestock Research Institute (ILRI), on behalf of WorldFish, seeks to recruit a Program Management Associate to provide programmatic and administrative support to ensure the effective and efficient implementation of project activities. The role will support the smooth day-to-day operations of the Nairobi and Mombasa offices while contributing to the coordination, tracking, and delivery of program outputs.

ILRI is an international organization working for better lives and better planet through livestock. ILRI’s mission emphasizes the interconnections between people, animals, and the environment, aiming to improve the lives of more than 300 million people in low- and middle-income countries through livestock science that supports equitable and resilient livestock systems, ultimately contributing to food systems transformation with climate and environmental benefits. This mission is delivered through two core strategic objectives: co-designing and deploying sustainable, science-based livestock solutions, and leveraging science to inform and influence policy and investment decisions.

ILRI is a member of the CGIAR, a global research alliance that works to transform food, land and water systems in a climate crisis and is the only CGIAR centre dedicated to addressing multiple development challenges through sustainable livestock solutions.

WorldFish is an international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy and knowledge to enable equitable and inclusive impact for millions who depend on fish and other aquatic foods for their livelihoods and nutrition. Our work in countries advances progress on multiple 2030 Sustainable Development Goals through science and innovation, with a vision of healthy people, healthy planet and shared prosperity. Headquartered in Penang, Malaysia, WorldFish has offices in 11 countries, and is part of CGIAR, the world's largest agricultural research and innovation consortium. For more information, please visit https://www.worldfishcenter.org.

Key Responsibilities

This role supports the coordination of research and development projects by ensuring the timely and efficient delivery of project and administrative services, while strengthening operational effectiveness through continuous monitoring of workflows, resolution of day-to-day operational issues, and support for procurement, requisitions, and risk management processes. Specifically, the incumbent will:

Maintain updated service level agreements
Support day-to-day project implementation by monitoring work plans, tracking deliverables and milestones, coordinating activities across teams, and maintaining project documentation, technical reports, dashboards, and donor submissions.
Support project budgeting, financial monitoring, audit requirements, proposal development, and coordination with administrative units of WorldFish HQ and Finance teams, while contributing to monitoring, evaluation, documentation of results, lessons learned, and process improvements.
Provide project management support to research and development activities by planning and monitoring schedule, cost and quality
Assist in documenting risk assessments including implementation plans, and follow-ups;
Provide internal communication to campus users in Nairobi and Mombasa about administrative processes, policies, initiatives, activities and performance by developing and/or delivering various communication materials
Facilitate the procurement of goods, including office supplies and services
Coordinate and manage logistics for meetings, workshops prepare the necessary documentation and participate as applicable
Prepare and review general correspondence, cheques and other documentation and ensure dispatch of the same
Raise requisitions in ILRI OCS systems and WorldFish OCS systems for staff and service providers
Develop and oversee filing systems and databases as may be required
Set up and follow up on appointments, attend to visitors, telephone calls and other inquiries
Provide orientation to new staff joining the Nairobi and Mombasa offices and follow up with ILRI liaison office all the necessary documentation to facilitate the work of international staff and work with ILRI HR and ICT offices to provide the services needed by staff to function properly in the role they have been assigned to do
Participate in systems improvement efforts by observing, documenting and reviewing current workflows, audit findings, collecting and analysing feedback from stakeholders, propose revised systems, and develop and monitor implementation plans
Troubleshoot and resolve day-to-day matters through to completion and escalate any unresolved issues appropriately
Perform any other related duties as may be required

Requirements

Bachelor’s degree in relevant field, such Business Management, Program Management with a minimum of two years relevant experience Or Diploma in relevant field with five years of relevant experience
Work experience in an office environment, preferably with some experience in an international, non-profit or multinational organization.
Experience in project or program management, preferably within research, or donor-funded environments
Demonstrated experience in accounting
Experience in providing administrative and operational support in a fast-paced, multicultural organization, including coordination of logistics, onboarding, and office services.
Good working knowledge of standard office ICT tools, including Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and familiarity with administrative or procurement systems.
Good verbal and written communication skills in English, with the ability to prepare clear internal communications and correspondence.
Well-organized with the ability to manage multiple tasks, prioritize effectively, and follow through to completion.
Experience in maintaining records, filing systems, and databases with accuracy and attention to detail.
Able to work independently, handle day-to-day operational matters, and escalate issues when required.
Comfortable working with diverse teams and building positive working relationships with internal and external stakeholders.
Good interpersonal skills with a service-oriented approach when dealing with staff, visitors, and service providers.
Exposure to process improvement efforts, including reviewing workflows and supporting implementation of improved practices.
Familiarity with administrative systems and process improvement approaches to support efficient workflows.
Basic project coordination skills, including tracking tasks, timelines, and documentation.
Knowledge of procurement processes and ability to adapt to organizational systems and tools would be an added advantage.

Terms of Appointment

This position is at job level HG 12 and it is only open to Kenyan nationals.

The position is a 2 years contract. 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 Head of People and Culture through our recruitment portal by clicking on "Apply Now" on or before 3 June 2026. The position title and reference number REF: WF/05/2026 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.