Project Administrative Assistant – BMI/BRS- CIMMYT

5 days ago

Nairobi, Nairobi Area, Kenya Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) Full time $40,000 - $60,000 per year
  1. Provide general administrative support to Africa-based BMI and BRS program staff and projects.
  2. Organize and lead BMI and BRS regional workshops and trainings, including basic budgets, advances, reimbursements, and logistics arrangements such as visa applications, invitation letters, accommodation, flight tickets, airport transfers, and venue selection. Work with the Program Admin Coordinator to organize international workshops/trainings.
  3. Assist with onboarding new staff: support country moves, computer allocation, phone purchase, vehicle allocation, driving license acquisition, and help with accommodation and office setup.
  4. Responsible for timely local payments and keeping simple account of payments/reimbursements, preparing travel reports and travel expenses for IRS Staff credit cards.
  5. Managing the BMI/BRS infrastructure, including procurement of supplies, ensuring best practices on procurement guidelines.
  6. Coordinate all communications with members of the organization, external stakeholders, and meeting follow-ups.
  7. Provide monitoring support in all routine matters as requested by the Administrative Coordinator and in cases of absence, when required, to keep abreast of all commitments and tasks.
  8. File correspondence, including incoming/outgoing correspondence, maintaining data, and ensuring proper records are maintain in good order.
  9. Other support tasks as required: representing BMI and BRS in CIMMYT country/regional administrative meetings, taking minutes, maintain a staff travel.
  10. Perform any other tasks and assignments related to as directed by Administrative Coordinator.


Requirements
  • Bachelor's degree in business administration, Communications, or a related field.
  • At least 3 – 4years of experience as a program/project administrator assistant or a similar role, preferably in an international or non-profit organization setting.
  • Familiarity with ERP tools, Icertis, and ticketing systems
  • Strong troubleshooting and diagnostics skills
  • Understanding of business functions (HR, Finance, Procurement, Grants)
  • Excellent communication and interpersonal skills
  • Experience working in multicultural, multi-country contexts
  • Familiarity with Microsoft tools (Teams, SharePoint, Office 365).
  • High level of discretion and confidentiality.
  • Ability to work effectively in a multicultural team environment and under tight deadlines.
  • Ability to work independently and well within teams.

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