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Administrator Job Vacancy in Kenya - NGO

International Centre for Tropical Agriculture (CIAT)
 
Recruiting an Administrator

The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium  – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. 

CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia.
 

The Position: CIAT is seeking to recruit a self-motivated Administrator to provide overall administrative support to the on-going Projects of CIAT in Kigali, Rwanda. 


The position will work closely with the regional coordinators based in Nairobi to ensure adherence to policies, procedures and compliance with host country requirements.

The position will have dual reporting to the Country Coordinator and the Head of Africa Regional Operations.

Main duties and responsibilities include:
 
Project & General Administration
  • Maintain a database of all project activities in Rwanda and ensure files of the research projects in Rwanda are well maintained
  • Manage, review and respond to the internal and external communication flow drafting correspondence and responding to queries from collaborators and internal clients
  • Assume responsibility for other project functions such as planning meetings, drafting letters/reports, scheduling appointments as appropriate
Compliance with Host Country Requirements & CIAT Policies & Procedures
  • Ensure files pertaining to CIAT and Government of Rwanda institutional relations are well maintained and prompt the Country Coordinator on expiry of agreements and/or any change of regulations
  • Follow up on renewal and management of hosting and other general partner agreements
  • Ensure regular dissemination/education on policies and procedures, implement and monitor adherence
  • Provide a link between CIAT and hosted partners on all relevant issues
Human Resource Management
  • Ensure timely application and acquisition of work permits and clearance of personal effects, temporary visas for visiting scientists and conference participants
  • Liaise with project leaders on arrival of expected project students and visiting scientists ensuring that administrative and logistical support, contracts, accommodation, transport, insurance, etc. are provided
  • Liaise with the HR Coordinator in the coordination of the performance management process
  • Follow up on all staff and consultant contracts ensuring adherence to government policy on statutory requirements, including staff leave management
  • Ensure staff motivation by organizing staff formal/informal meetings and cohesiveness of the various teams
  • Supervise Administrative Assistant, Drivers and Cleaners
Finance & Accounting
  • Review, clear and certify for accuracy, appropriateness, correctness and compliance with the approved budget, CIAT rules and regulations, as well as donor regulations, all administrative and financial documentation submitted to Project Managers/Scientists for approval and signature
  • Ensure compliance with tax and other statutory deductions and remittances
Travel, Procurement and Security
  • Lead the process of identifying, evaluating and recommending potential suppliers/service providers and management of active supplier contracts
  • Coordinate procurement of project equipment, supplies and services ensuring all support documentation is in order, application of duty exemption from the Government where applicable and ensuring all assets are recorded in the Assets register
  • Oversee Fleet Management – acquisitions, disposals, maintenance, valuation and insurance matters.
  • Provide oversight over the Travel and Conferences function by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators
  • Ensure safety and security of staff of CIAT and hosted institutions, premises and assets
Required competencies, skills and experience:
  • Bachelors’ Degree in Business Administration with proven office management skills (an MBA will be an added advantage).
  • At least five (5) years of relevant work experience in a closely related field gained in an international organization 
  • Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
  • Experience in handling financial and technical reports
  • Good knowledge of rules, regulations and procedures of government and related agencies, including understanding interpretation of country labor laws and tax laws
  • Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
  • Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure
  • Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation
  • Possess excellent interpersonal and communication skills, good judgment and a high level of respect for confidentiality
Terms of employment: This is a national position and will be for an initial period of One (1) Year, renewable subject to three (3) months’ probation, assessment of performance, and availability of resources.

CIAT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity.

How to apply:
 
Applicants are invited to visit 
http://ciat.cgiar.org/ciat-jobs to submit their applications for this position.

Only short listed candidates will be contacted.

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