Administrative Assistant

Posted: 17 May 2013 05:34 AM PDT Vacancy Number: AA/LGI/05/13 Livelihood, Gender, Impact and Innovation (LGI) Location: Nairobi, Kenya Duration: 2 years with the possibility of renewal The International Livestock Research Institute (ILRI) works to enhance the roles livestock play in pathways out of poverty in developing countries. ILRI has two main campuses in East Africa and other hubs in East, West and southern Africa and South, Southeast and East Asia. http://www.ilri.org/. CGIAR is a global agricultural research partnership for a food-secure future. Its science is carried out by 15 research centres that are members of the CGIAR Consortium in collaboration with hundreds of partner organizations. http://www.cgiar.org/. The Position ILRI seeks to recruit an Administrative Assistant to provide quality and efficient administrative and logistical support in order to contribute to the achievement of an effective and responsive Livelihood, Gender, Impact and Innovation (LGI) Program. Key responsibilities Providing Administrative and Operational Support to the Livelihoods, Gender and Impact program Preparing payments for invoices/requisitions in  liaison with Budget holders for payment processing Support in raising Consultancy requests for approval in liaison with HR for consultancy contracts, Managing stationery stock levels, raising purchase requisition for office supplies Reporting and following up on office and furniture repairs Responding to routine correspondence, handling e-mail and telephone communication, requests & enquiries Creating,  managing and updating filing systems Coordinating official travel, field work activities, logistics & itineraries for the Livelihoods, Gender and Impact program. Making pre-travel arrangements, request for flight bookings, preparing and getting approval of TAs Liaising with Transport department to obtain vehicles and drivers for field work Support in post travel activities – preparation of TERs for team and getting approval from budget holders and they are received in Finance Department for Processing Organizing local transport for external meetings, visa appointments etc. with liaison with transport Department Organizing internal and external meetings, conferences, workshops office events, farewells and cocktails as required            Work with relevant officers to execute all logistics of meetings and functions.  Booking of venue, arranging accommodation, processing travel & visa.  Arranging for transfers and local transport Preparing and sending out of invitation letters and follow up on confirmations Preparing workshop folders and materials – Registration forms, workshop program & Name tags Preparing small budget for per diem and incidental payment to workshop participants and executing payment during the workshop Advising security to issue gate pas for assets/materials going out of ILRI as well as updating them about incoming workshop visitors/participants Requirements:- Bachelor degree in business administration, Secretarial Studies, Office Management or a related field; A minimum of 3 years recent experience in an administrative role; Experience in an NGO or international organization environment will be an added advantage; Proven ability to respond to multiple demands and set priorities; Proficient in following up issues and resolution; Proficient in taking notes and minutes; Excellent command of spoken and written English; Proficiency in database applications and MS Office suite.  Terms of Appointment This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus.  The position is on a 2 year contract with the possibility of renewal, contingent upon individual performance and continued funding. Job level and salary This position is job Grade 1C with a starting gross salary of KES 61,556 per month. This is exclusive of other benefits provided by ILRI. How to Apply Applicants should send a cover letter and CV combined as one document addressed to the Human Resources Director, explaining 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 by 31st May 2013. Log on to:http://www.myjobsinkenya.com/ilri_jobs. The position title and reference number REF: AA/LGI/05/13 should be clearly marked on the cover letter. Only online applications will be considered, and only short listed candidates will be contacted.