Administrative Associate I

The International Livestock Research Institute (ILRI) seeks to recruit an Administrative Associate I on behalf of the International Water Management Institute (IWMI) to provide administrative support for the execution of day-to-day administrative duties for the International Management Institute (IWMI's) office in Kenya, which is hosted by the International Livestock Research Institute (ILRI). S/he will ensure timely travel arrangements, accurate documentation, and proper record and asset management to deliver reliable and quality administrative services.

ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. 

The International Water Management Institute (IWMI) is an international, research-for-development organization that works with governments, civil society and the private sector to solve water problems in developing countries and scale up solutions. Through partnership, IWMI combines research on the sustainable use of water and land resources, knowledge services and products with capacity strengthening, dialogue and policy analysis to support implementation of water management solutions for agriculture, ecosystems, climate change and inclusive economic growth. Headquartered in Colombo, Sri Lanka, IWMI is a CGIAR Research Center with offices in 17 countries and a global network of scientists operating in more than 55 countries across Africa, Asia, and Latin America and the Caribbean.

Key Responsibilities:

The Administrative Associate I Duties include, maintaining calendars, schedules, and handling daily administrative tasks related to basic finance, procurement, logistics, and transport services to support team objectives. The role involves distributing information, collaborating with IWMI and ILRI units to align services, maintain contractor contracts, and organizing logistics for visitors and events to ensure seamless communication and execution

Specific duties include but are not limited to:

• Maintain and monitor calendar and schedule of activities and assignments for the team lead and organize meetings for team members to ensure timely implementation of activities.
• Execute daily operational administrative tasks related to procurement, logistics, contracts and payments, including handling requests for IT, work orders, purchase orders, office supplies, meetings, visit requests, agreements, contracts, and communications materials to enable efficient completion of team objectives.
• Review and prepare routine responses to queries/communications, and track follow-up to ensure timely responses and execution.
• Provide logistical and administration support in the organization of workshops, meetings and trainings to ensure smooth delivery of events.
• Distribute received information within the team, unit, or office and to other stakeholders as directed by supervisor to support efficient flow of internal communication and external relations, drafting business correspondence, documents and other written narratives.
• Collaborate and communicate with relevant ILRI departments and IWMI HQ, on, amongst others, complimentary staff appointments, budget concerns, procurement.
• Communicate and clarify requests and service details with collaborators, to ensure alignment and a seamless exchange of information and execution of tasks.
• Provide assistant to IWMI representatives in Kenya in managing external relations. Welcome and guide visitors, organizing logistics and schedules during their stay to ensure effective use of their time.
• Administer consultant requests, intern recruitment and contractor contracts by collaborating with offices, review deliverables, and process payments, ensuring adherence to policies and deadlines.
• Arrange logistical and travel plans for team members, visitors, and workshop participants, including handling visas, hotel bookings, and claims, to ensure efficient and timely execution according to policies, protocols and norms, recommending updates as appropriate.
• Submit routine reports and presentations in a timely manner to support team planning, inclusive of providing administrative support for carbon footprint, and sustainability data collection for the office. 
• Verify administrative documents ensuring that information is correct to avoid delays and mistakes
• Maintain and regularly update shared folders, databases, and filing systems, recording and processing documents to ensure reliable record management.
• Maintain and update office supplies and asset inventory register to support proper asset management.

Requirements

• Diploma in business management, business administration, commerce, or a closely related discipline.
• At least 2 years of highly relevant experience in administrative functions with increasing responsibility.
• Experience in implementing administration and coordination processes, including scheduling meetings, tracking activities, and maintaining records.
• Hands-on experience handling payments, engaging with vendors, purchase requests, and travel arrangements for teams.
• Experience liaising with consultants, coordinating visitor logistics, and facilitating seamless information exchange.
• Fluency in English, both written and oral communication skills

Post location: The position will be based in Nairobi, Kenya

Terms of Appointment

This position is at job level HG 10 and it is only open to Kenyan nationals. The position is a 3-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes pension, medical and other insurances.

How to apply: 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 Head of People and Culture through our recruitment portal by clicking on "Apply Now" on or before 11 December 2025. The position title and reference number REF: IWMI/11/2025 should be clearly marked on the subject line of the cover letter.

We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.

ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants' bank accounts.

To find out more about ILRI, visit our websites at 

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