Administrative Assistant CIMMYT

Reference number: 202437
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

Overview

The Administrative Assistant will facilitate the efficient operation of the Dryland
Crops Program by providing comprehensive administrative, logistical, and clerical support.

Duties and responsibilities

1.Administrative Support: Assist in daily operations and project management.

2.Meeting Coordination: Organize and schedule meetings, including reminders and
technical support for both virtual and in-person formats.

3.Document Management: Handle drafting, formatting, and proofreading of documents and
correspondence.

4.Logistics Support: Manage travel and accommodation arrangements for staff and
visitors, including processing advances and claims.

5.Procurement Assistance: Prepare purchase requests and liaise with
procurement for timely delivery.

6.Financial Record Keeping: Support budget preparation, track expenditures, and
assist in financial reporting.

7.Event Management: Coordinate logistics for workshops, seminars, and other events.

8.Compliance and Protocol: Ensure adherence to organizational policies and
local regulations. Support for Audits: Prepare materials for internal
and external audits.

9.Knowledge Management: Maintain and organize information within network folders.

10.Program Manager Support: Assist with administrative tasks and review
sub-awardee reports for compliance.

11.Subgrant Management: Handle subgrant contract preparations and coordination.

12.Reporting: Produce status reports and update project dashboards to identify
and address bottlenecks.

13.Upload project details on platforms such as Teamwork and selected
project management platforms.

14.Assist scientists with uploading content on various platforms.

15.Conduct IT tool training sessions for staff.

Requirements

• Degree in IT, Business Administration,
  Communications, or a related field.
• At least 3 years of experience in an
  administrative role, preferably in an international or non-profit setting.
  

Education, knowledge and experience

•Degree in IT, Business Administration, Communications, or a related field.
•At least 3 years of experience in an administrative role, preferably in an international or non-profit setting.

Terms and conditions

•This is a Locally Recruited Staff (LRS) position and on competitive remuneration in local currency, commensurate with skills and experience.

•The appointment will be for a period of two (2) years, inclusive of a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.

•The duty station will be in Nairobi, Kenya.

Application process

The application deadline is 30 Jul 2024
We will acknowledge all applications, but will contact only short-listed candidates.