Administrative Associate I at International Livestock Research Institute (ILRI) – May 2024

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Administrative Associate I

Key Responsibilities

 

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
  • 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.

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

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

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.

Submit Your Application

All applications MUST include the following (applications not containing these documents will not be considered):

  • a cover letter addressed to Capacity Development Manager, ILRI, expressing interest in the fellowship position and the motivation. The position title and reference number (REF: ILRI MSc GF/AHH/07/2024) should be clearly marked on the subject line of the cover letter.
  • CV, including names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience.
  • academic qualification certificates/transcripts.

Applications must be submitted by clicking on the tab “APPLY NOW” on or before 20th May 2024.

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. (Administrative Associate I)

Interested and qualified? Go to International Livestock Research Institute (ILRI) on ilri.simplicant.com to apply