Administrative Assistant -Internal Advert

International Livestock Research Institute (ILRI) seeks to recruit an Administrative Assistant to provide administrative support and office management to the Policy, Trade and Value Chain Program and primarily to CRP2.

ILRI is a not-for-profit institution with a staff of about 700 and in 2015, an operating budget of about USD83 million. A member of the CGIAR Consortium (www.cgiar.org) working for a food-secure future, ILRI has its headquarters in Nairobi, Kenya, a principal campus in Addis Ababa, Ethiopia, and offices in other countries in East, West and Southern Africa and in South, Southeast and East Asia.
ILRI works with partners worldwide to enhance the roles that livestock play in food security and poverty alleviation, principally in Africa and Asia. The outcomes of these research partnerships help people in developing countries to keep their animals alive and productive, to increase and sustain overall productivity, find profitable markets for their products, and reduce the risk of livestock-related diseases. www.ilri.org

Responsibilities:

1. Planning and Scheduling

• Co-coordinating local and international travel, meetings, workshops and conference logistics and verifying related hotel, housing, catering expense reports etc.
• Prepare payment and consultant requests as necessary including assisting in project budget tracking.
• Liaise with ICT to ensure that meeting rooms are set up with proper gadgets in advance for international calls.
• Liaise with staff to ensure that their passports and visas are valid for travel.

2. Documentation

• Maintaining up-to-date hard copy and electronic filing systems
• Maintain a database of consultant contracts and CVs.
• When called upon, take dictation or record the minutes of meetings.

3. Reception

• Receiving and assisting visitors/project partners.
• Setting appointments, monitoring E-mail and following-up requests from staff on administrative and information technology matters.

4. Office Administration

•  Providing secretarial support services to management and other staff: word processing, drafting of routine correspondence, report formatting, and when necessary, assist the Communications Specialist in preparation of graphics for presentations at meetings and conferences.
• Attend meetings with service providing departments (i.e. Engineering, Housing and Catering, Procurement) to familiarize self with new products and /or changes.
• Maintain logs of administrative requests, issue weekly reminders on uncompleted administrative tasks and identify bottle necks to timely support.
• Coordinate the maintenance of office equipment.
• Requisition, receive and store the office stationery ensuring that basic supplies are always available.
• Supervise the Office Assistants to ensure smooth running of offices.

Requirements

• Diploma in Business administration, Secretarial Studies, Office Management or a related field; a degree in Business administration will be an added advantage.
• 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. It is open to Kenyan nationals only. The position is on a 3-year contract renewable subject to satisfactory performance and availability of funding.

Job level and salary: This position is job level 1C with a starting salary of KES 51,967 per month. In addition to salary, ILRI offers medical insurance for staff and dependents, life insurance, pension at 12.5% employers contribution, annual holiday entitlement of 30 days + public holidays within ILRI’s National Recruited Staff Scheme.

How to apply: Applicants should send a cover letter and CV 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 to the Director, People and Organizational Development through our recruitment portal: http://ilri.simplicant.com/ before 4 March 2015. The position title and reference number   AA-PTVC/02/2015 should be clearly marked on the subject line of the online application.
This job is eligible for internal candidates only.