Administrative Assistant, LSE – Internal

Posted: 17 Jul 2013 11:44 AM PDT Vacancy Number:AA/LSE/07/13 Livestock Systems and the Environment 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 the LSE Team. Key responsibilities Providing Administrative and Operational Support to the unit Preparation of consultancy contracts Preparation of payment requests Liaising with procurement department for  the procurement of goods and services, including stationery Custodian of office equipment (pool laptop, projector, flash disks, etc) 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 Team Logistics 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 Post travel activities – Support in preparation of TERs for team and getting approval from budget holders and ensure they are received in Finance Department for Processing Organizing local transport for team and visitors for external meetings, visa appointments etc. with liaison with transport Department Liaising with the travel office to make flight bookings. Organizing workshops – both local and international Organizing internal and external meetings, conferences, workshops office events, farewells and cocktails as required Supervisory role Supervise the Office assistant and other short term administrative support staff Liaise with outsourced service providers – like cleaning services Communicating information to the team and the institute Share weekly LSE team’s upcoming activities with the Institution and keeping travel calendar up to date Requirements:- Diploma in business administration, Secretarial Studies, Office Management or a related field; A minimum of 2 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 23 July 2013. Send your emails to: ILRI-AdminAssistant@cgiar.org. The position title and reference number REF: AA/LSE/07/13 should be clearly marked on the cover letter. Only online applications will be considered, and only short listed candidates will be contacted.