Administrative Coordinator – Nairobi, Kenya – International Livestock Research Institute (ILRI)
Administrative Coordinator – Nairobi, Kenya – International Livestock Research Institute (ILRI)
Position Title: Administrative Coordinator
Company: International Food Policy Research Institute (IFPRI)
Location: Nairobi, Kenya
Type of Job: Full-time, 1-year renewable contract
Reporting to: Country Program Leader
Application Deadline: October 28, 2024
Introduction
The International Livestock Research Institute (ILRI) is actively seeking a highly organized and detail-oriented Administrative Coordinator to join its Kenya office, working on behalf of the International Food Policy Research Institute (IFPRI). This role is crucial for ensuring seamless administrative operations and will support the IFPRI Kenya Country Program Office. If you thrive in a multicultural environment and have a passion for driving efficient office management, this position offers the perfect opportunity for professional growth and a rewarding work experience.
As a key player in food security and livestock research, ILRI works to enhance nutrition, reduce poverty, and promote sustainable agricultural practices in developing countries. IFPRI, a globally recognized research institution, focuses on research-driven solutions to eliminate hunger and malnutrition. The Administrative Coordinator will have a direct impact on supporting IFPRI’s mission through superior administrative assistance.
Key Responsibilities
The Administrative Coordinator will be responsible for a wide range of activities that ensure the effective functioning of the office. These responsibilities fall into the following categories:
1. Office Administration and Coordination
- Implement and manage administrative systems to ensure smooth office operations, including drafting and updating office policies and procedures.
- Coordinate secretarial tasks such as managing correspondence, handling confidential documents, and overseeing general office activities.
- Ensure compliance with ILRI’s policies, working closely with HR and finance teams to maintain organizational standards.
- Supervise office staff to ensure that day-to-day operations are executed efficiently.
2. Travel and Logistics Management
- Coordinate travel arrangements for staff and visitors, including managing itineraries, visa applications, hotel bookings, and transportation.
- Process and manage travel expenses, working closely with the accounting and travel teams to prepare expense reports, travel requests, and advance cash payments.
- Verify all travel documents, ensuring that visa applications, travel claims, and other necessary paperwork are handled efficiently.
3. Meeting and Event Coordination
- Organize and facilitate events, such as meetings, conferences, and workshops. This includes arranging venues, preparing materials, organizing catering, and handling technical requirements.
- Lead logistics for presentations and other office events, ensuring that all necessary arrangements are in place.
4. Procurement and Inventory Management
- Oversee office procurement, including the purchasing of supplies, equipment, and other office necessities.
- Monitor and maintain office inventories, ensuring that stock levels are appropriate and that the office is always well-supplied.
5. Financial and Budget Support
- Assist in budget preparation and management, ensuring that financial reports and documentation are accurate and up-to-date.
- Monitor project budgets, ensuring that expenditures and contracts are in line with donor and collaborator agreements.
- Support proposal development, including staffing plans, consultancy contracts, and budgeting.
6. Document and Communication Management
- Develop and maintain filing systems, ensuring that documents are well-organized and easily accessible.
- Manage correspondence, responding to inquiries on behalf of the Country Program Leader and drafting standard letters, memos, and other documents.
- Collaborate with the Communications and Knowledge Management team, supporting the development of communication strategies and plans.
7. Human Resources and Staff Support
- Lead orientation programs for new staff members, ensuring that they are familiar with office procedures and systems.
- Supervise the administrative assistant, providing guidance, support, and performance feedback.
8. Compliance and Due Diligence
- Ensure compliance with IFPRI, ILRI, and CGIAR policies, including program operations and partner management.
- Support due diligence activities, ensuring that all partners and subcontractors meet compliance requirements.
9. General Office Support
- Serve as the main point of contact for all office maintenance, supplies, and logistics.
- Prepare reports to update stakeholders on office operations, providing timely and accurate information.
- Perform other duties as assigned to ensure the smooth functioning of the office.
Qualifications and Skills
To be successful in this role, candidates must possess the following qualifications and skills:
Required Qualifications
- Bachelor’s degree in business administration, management, or a related field with a minimum of two years of relevant experience.
- Alternatively, a diploma in a related field with at least five years of relevant experience.
- Proficiency in MS Office, including Word, Outlook, Excel, and PowerPoint.
- Excellent written and oral communication skills, with strong grammar and proofreading abilities.
- Ability to handle confidential matters with a high level of discretion and professionalism.
Preferred Qualifications
- Familiarity with project management tools, budgeting processes, and contract management.
- Strong organizational skills, with the ability to manage multiple tasks and priorities in a fast-paced environment.
- Experience working in a multicultural environment, with the ability to collaborate effectively with international teams.
- Attention to detail and a proactive approach to problem-solving.
Company Culture and Values
At ILRI and IFPRI, we foster a work environment rooted in collaboration, inclusivity, and a commitment to our mission of improving global food security. Our values include:
- Innovation: We embrace new ideas and solutions to tackle global food security challenges.
- Collaboration: We work closely with international partners to achieve sustainable development goals.
- Integrity: We uphold the highest ethical standards in all aspects of our work.
- Excellence: We strive for excellence in research, policy, and program implementation.
- Inclusivity: We are committed to building a diverse workforce and an inclusive workplace where all employees feel valued.
How to Apply
If you are a motivated individual with the skills and experience to make an impact in this vital role, we invite you to apply. To submit your application, please send a cover letter and CV outlining your qualifications and interest in the position. Be sure to include the contact details of three professional referees who can speak to your experience and skills.
Apply Now
- Deadline: October 28, 2024
- Reference Number: AC/IFPRI-10/2024
- Submission: Click on the “Apply Now” button above to submit your application.
Equal Opportunity Statement
ILRI and IFPRI are equal opportunity employers committed to attracting and retaining employees from all backgrounds. We value diversity and encourage qualified individuals from all demographics to apply. Only shortlisted candidates will be contacted.