Administrative Coordinator-IFPRI

4 weeks ago

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

The International Livestock Research Institute (ILRI) seeks a highly organized and communicative Administrative Coordinator to support the Kenya Country Program.

This role requires a proactive individual with excellent organizational and communication skills to handle a variety of administrative tasks, including office administration, travel and logistics management, meeting and event coordination, procurement and inventory management, financial and budget support, document and communication management, HR and staff support, compliance and due diligence, and general office support.

Key Responsibilities:

  • Implement and maintain office administrative systems, including drafting and updating contracts and procedures.
  • Coordinate secretarial and administrative activities to ensure smooth day-to-day operations.
  • Manage general office operations and oversee office staff activities to ensure maximum efficiency.
  • Arrange travel logistics for staff and visitors, including hotel reservations, visa applications, itineraries, and issuance of travel tickets.
  • Prepare and process travel and field expense reports, coordinating with the Travel Office and Accounting for travel requests and cash advances.
  • Organize logistical arrangements for meetings, workshops, seminars, conferences, and special events, including room reservations, materials preparation, teleconferences, catering, and taking minutes.
  • Oversee the procurement of goods and services such as office supplies, equipment, and stationery.
  • Monitor and maintain office inventories to ensure the smooth functioning of office operations.
  • Collaborate in preparing, reviewing, and analyzing budgets to ensure proper management and utilization.
  • Monitor project budgets, collaborator and donor-approved expenditures, and sub-contracts, ensuring timely compliance with financial requirements.
  • Develop and maintain various filing systems and databases for easy access and retrieval of documents.
  • Review and respond to inquiries and correspondences addressed to the Country Program Leader, including drafting standard letters, memos, and routine documents.
  • Support the development and execution of communication plans in collaboration with the Communications and Knowledge Management team.
  • Lead the orientation of newcomers in collaboration with the HR Business Partner, ensuring they are familiar with office procedures and systems.
  • Supervise an administrative assistant, providing guidance and support for their daily tasks.
  • Ensure compliance with institutional policies (CGIAR, IFPRI, and ILRI) in office and program operations.
  • Assist with due diligence activities related to program partners and subcontractors, ensuring all compliance requirements are met.
  • Support project closure activities, including asset disposal and documentation archiving.
  • Serve as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
  • Prepare reports for various stakeholders, providing accurate and timely updates on office operations.

Requirements:

  • A bachelor's degree or equivalent in business administration, management, or a related field, with two years relevant experience.
  • Diploma in relevant field with five years of relevant experience.
  • Proficiency in MS Office (Word, Outlook, Excel, PowerPoint).
  • Excellent oral and written communication skills in English, including strong composition, grammar, and proofreading abilities.
  • Demonstrated ability to handle confidential matters with discretion.
  • Familiarity with monitoring and managing project budgets and contracts.
  • Strong organizational skills, with the ability to prioritize tasks and work with minimal supervision.
  • Ability to work productively in a multicultural team environment.
  • Attention to detail and follow-through to closure.
  • Experience in a fast-paced work environment.

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