Project Assistant – ZooLinK suite of Projects

Job Description The International Livestock Research Institute (ILRI) seeks to recruit a Project Assistant to support research within the Zoonoses in Livestock in Kenya (ZooLink) Project. He/she will provide project management and coordination support across the ZooLink Project, including co-ordination of personnel, field research logistics, project partner co-ordination, donor interaction, research deliverables, contributions to budget management and other key outputs.  It is 100% funded by a bilateral grant.  ZooLinK is a standalone bilateral project in which ILRI has a major co-ordination role, and this post will be dedicated to delivering that responsibility on behalf of ILRI. 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 keep their farm animals’ alive and productive, increase and sustain their livestock and farm productivity, find profitable markets for their animal products, and reduce the risk of livestock-related diseases. www.ilri.org A member of the CGIAR Consortium 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. www.cgiar.org Key Responsibilities Program reporting and administration Participate in Project cycle planning, including defining time-lines and deliverable endpoints for all project work packages. Work with academics and students in the project to plan, organize and implement field data collection and laboratory activities. Co-ordinate project components with other members of the ZooLinK project team, on behalf of the PIs. Pro-actively work with all project team members to ensure work plans are documented and on track and to identify problems before they arise, ideally achieved through regular (every 2 weeks) meetings with each of the project teams to oversee ongoing activities and catalyze the solving of any issues. Implement and maintain project database systems for lab and field data collection. Manage existing online collaborative tools and contribute to the creation of new ones. Maintain a contacts database for all project staff, students and visiting academics. Maintain the project ZooLinK Document repository. Write monthly summary reports for dissemination to all project members, summarising project progress and progress in meeting project targets. Operate in a split site duty station, being: the field laboratory in Busia, western Kenya and ILRI Headquarters in Nairobi, Kenya. Act as a liaison between the project and other aligned research activities in the institutes (both in Kenya and internationally) involved in the programme. Develop and maintain a Risk register, and assist the PIs in managing risks to the project’s timely delivery. ​2. Budget management Assist the program accountant and budget managers with oversight of the ZooLinK project budget, and liaise with their counterparts at collaborating institutions to ensure timely sharing of budgetary information with senior budget staff. Follow up with the finance department to ensure disbursement of funds to partners. Assist the accounting officer in the monthly routine accounting duties. Oversee day to day ZooLinK project field expenditure. In consultation with the PI and co-PIs, draft ZooLinK annual reports to the donor/funder. Manage stores supply/ordering with external suppliers, and maintain up to date inventories of supplies and consumable shipping, including tracking budgetary allocations for these project activities. Communication Act as a primary point of contact for all issues related to the ZooLinK project. This will include being the contact person for the project’s primary stakeholders, with whom a long running positive relationship should be established. Assist the project team with coordination of and communication with project partners, including Government officials, collaborators and local administrators Develop and implement a project internal communication strategy, including ensuring that all project meetings are minuted and logged. Participate in the development and implement of a project external communication strategy and assist in compiling regular outputs. Organize conferences, workshops, science write shops, internal and external meetings, project annual retreat and quarterly meetings, and other events as required. Participate actively in annual project meetings, some of which will be held internationally. Contribute to the online presence of the project, including maintaining project website, twitter feed and newsletter. Assist in planning and logistics for project meetings (internal/multi-partner) Requirements Bachelor’s Degree in Business Administration, Program Management,  or related field. Master’s Degree in Business Administration, Program Management, or related field will be an added advantage. Professional training in leadership and project management. At least 5 years relevant experience in program management working in an internationally focused research or development organization. Knowledge of administrative and financial management of development programs and/or donor funded projects/programs. Experience in managing work plans, results-based budgets and systems to monitor and report progress. Track record in scientific project management work in either a research or NGO environment. Excellent verbal and written communication skills and an engaging personality. Ability to work in a multi-disciplinary environment. Strong IT skills. Experience with data entry in electronic databases will be an added advantage. Experience of working with epidemiology and public health researchers will be an added advantage. Ability to work in a fast paced environment with interdisciplinary teams of scientists and partner organizations. Ability to communicate with different stakeholders. Understanding of the veterinary public health landscape in Kenya. Ability to handle electronic data entry and data management. Strong English language skills, both written and spoken. Willingness to travel frequently within Kenya, sharing time between Nairobi and Busia, western Kenya. 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 2C. ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances for ILRI’s Nationally Recruited Staff. 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 17 June 2015. The position title and reference number REF: PA /AB/06/15 should be clearly marked on the subject line of the online application. To find out more about ILRI, visit our websites at http://www.ilri.org/