Administrative Assistant

1 month ago

Nairobi, Nairobi Area, Kenya Corporate Staffing Services Full time

Administration job in Kenya.

The International Maize and Wheat Improvement Center (CIMMYT) is a cutting edge, non-profit, international organization dedicated to solving tomorrow's problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries.

CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security and improving natural resources.

The CIMMYT Regional office for Africa is located at the World Agroforestry Centre (ICRAF) at Gigiri, Nairobi, with country offices in Ethiopia, Senegal, and Zimbabwe. In Kenya, CIMMYT is hosted by World Agroforestry (ICRAF), that is headquartered on United Nations Avenue, Nairobi.
The Administrative Assistant will facilitate the efficient operation of the Dryland Crops Program by providing comprehensive administrative, logistical, and clerical support.

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The duty station will be in Nairobi, Kenya.

Summary of responsibilities:

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

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

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

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

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

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

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

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

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

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

  • Subgrant Management: Handle subgrant contract preparations and coordination.

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

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

  • Assist scientists with uploading content on various platforms.

  • 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 nonprofit setting.

    • Personal attributes and competencies:

    • Strong organizational skills, attention to detail, and excellent communication abilities.

    • Ability to work independently and collaboratively in a dynamic environment.

    • 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.

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