Programme Administrative Assistant

2 weeks ago

Nairobi, Nairobi Area, Kenya Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) Full time $70,000 - $120,000 per year
1. Programme Administration:
  • Provide comprehensive day-to-day administrative support to the Thrivelands team, including scheduling meetings and tracking action points.
  • Assist in the coordination and logistical arrangements for internal and external meetings, field visits, learning exchanges, workshops, and events.
  • Manage internal documentation systems, including meeting minutes, and filing key programme documents.
  • Support the Programme Lead and the team in the preparation of briefing materials, presentations, and background documents.
2.  Event and Workshop Planning:
  • Work with the team to develop detailed logistical plans for capacity building workshops, cross-learning forums, youth engagements, and multi-stakeholder consultations.
  • Provide on-site or virtual support during events, including participant registration, documentation, materials preparation, and feedback collection.
  • Support production and dissemination of event summaries, reports, and outcome documents.
3.  Travel and Logistics Management:
  • Coordinate travel logistics (domestic and international), including flight bookings, accommodation, local transport, travel advances, and visa arrangements for staff and external stakeholders.
  • Develop and maintain a travel tracker for the programme team, ensuring timely and accurate documentation of travel approvals and reports.
  • Liaise with procurement, operations, and finance teams to ensure travel-related expenses are processed and reconciled efficiently.
4.  Procurement and Budget Monitoring Support:
  • Assist in drafting and reviewing requisitions for procurement of goods and services, including venue hire, catering, printing, and consultant contracts.
  • Support budget tracking and reconciliation of programme activity expenditures in coordination with the programme coordinator and the finance staff.
  • Maintain an up-to-date administrative budget tracker and flag any budgetary issues requiring action.
5.  Stakeholder Engagement Support
  • Assist in the logistical preparation and documentation of stakeholder consultations, partnership meetings, and co-design sessions in support of programme activities.
  • Maintain updated contact lists and communication records with government officials, community representatives, development partners, and other collaborators.
  • Support the organization of virtual and hybrid meetings, ensuring appropriate tools and platforms are set up, and that participants have all needed materials in advance.
Requirements
  • Bachelor's degree in business administration, project management, international development, environmental studies, or a related field.
  • At least 3 years of relevant experience in an administrative or programme support role within an international development, research, or environmental organization.
  • Demonstrated experience in travel logistics, meeting coordination, and event organization.
  • Strong organizational skills and attention to detail.
  • Excellent interpersonal and communication skills; comfort interacting with senior-level stakeholders.
  • Ability to multitask and work effectively under pressure, often in complex and fast-moving environments.
  • Proficiency in Microsoft Office Suite and virtual meeting tools (Zoom, Teams, etc.); familiarity with procurement or administrative systems (e.g., SAP, SharePoint) is an asset.

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