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Administrative Assistant Job in Nairobi Kenya

About the organization

Institute of Research for Development (IRD) is a French public science and technology research institute under the joint authority of the French ministries in charge of research and overseas development. IRD has three main missions: research, consultancy and training. 

It conducts scientific programs contributing to the sustainable development of the countries of the South, with an emphasis on the relationship between man and the environment. 

The IRD representation in East Africa is hosted by The World Agroforestry Centre (ICRAF) at Gigiri.

The position

IRD is recruiting for the position of 
Administrative Assistant to be based in Nairobi, Kenya reporting directly to the Finance Manager - Operations.

Duties and responsibilities:
  • Administering and overseeing the office requirements related to travel, finance, human resources, procurement (supplies), operations, office filing and archiving;
  • Assisting in planning, organizing, coordinating of internal and external meetings and taking notes in French or in English
  • Receiving, screening correspondences, business communications, attaching background information
  • Assisting IRD staff and visitors in settling in Nairobi.
  • Arranging for accommodation banking and requirements for the visitors.
  • Giving back up to IRD representative while away on mission and leave.
  • Maintain diary for the IRD representative
  • Design a filing system for both soft and hard copies of country office documents and file office documents
  • Organize and arrange staff travels, pick-ups from and to airports, tickets, and hotel bookings.
  • Write and distribute staff meeting minutes
  • Receiving phone call both in French and in English and reporting to IRD representative
  • Coordinate the servicing of office equipments and vehicles
  • Calculate staff advances for field trips and staff per diem
  • Schedule payments for office utilities in partnership with ICRAF administration
  • Work with H.R. office for recruiting non-permanent staff and elaborating contracts
Minimum qualification and experience required for this position
  • A Bachelor’s degree in Business Administration or in a related field
  • At least four (4) years of experience in a similar position, preferably in an international organization, NGO, research or academic environment with multicultural dimension;
  • Good judgment, ability to take initiative and work under minimal supervision;
  • Maturity, be well organized, and reliable, have initiative and the ability to work with people of different nationalities and disciplines, as well as under pressure; and
  • Knowledge of French is a prerequisite.
  • Kenyan citizenship.
Terms of offer

We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women. This position is remunerated on local terms. The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.   

How to apply

  • A cover letter illustrating your suitability for the position, and your salary expectations.
  • Detailed and up-to-date curriculum vitae.
  • The names and addresses of three referees, including telephone numbers and email addresses, and fax details, if available.
Address these to:

The Human Resources Unit,
World Agroforestry Centre (ICRAF), 
PO Box 30677, 00100, Nairobi, Kenya 

OR send via email to:

Indicate “Application for an Administrative Assistant-IRD” on the application letter. 

Applications will be considered until 05 July 2012. 

Please note that only short-listed applicants meeting the above requirements will be contacted

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