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Administrative Associate I at

4 months ago

Nairobi, Nairobi Area, Kenya International Livestock Research Institute (ILRI) Full time

The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock.

ILRI is a CGIAR research centre - part of a global research partnership for a food-secure future.

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.