Job Title: Administrative Associate
Hiring Organization: International
Livestock Research Institute
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Research
Job Type: Full
Time
Salary: KES
Date Posted: 05/08/2024
Purpose
- Provide
overall day to day secretarial and administrative support to the Office
Manager and to all unit employees. Responsible for the daily activities
needed to run IRRI-Africa’s Regional Office administration
- Manage
filing and distributing all incoming and outgoing
mail/faxes/letters/documents.
- Receive
incoming mail, shipments and invoices and direct them to the appropriate
departments.
- Assist
in organizing logistics for workshops, meetings and other events. Assist
with visitors’ travel arrangements and bookings for flights, accommodation
and local transport as requested.
Photocopy,
file and scan documents.
- Manage
meetings and appointments for the regional office and write minutes of the
meetings as required.
- Keep
track of basic office supplies by maintaining inventory and assist in
ordering new/additional basic office supplies as needed.
- Facilitate
requests related to IT, work orders, meetings, visit requests and
materials for publications.
- Assist
in the application and processing of import and export permits for
research and other materials.
- Assist
in the procurement of goods and services for the Kenya Country office and
other Country offices in the region when needed.
- Assist
to prepare documents for visa applications, Travel and Miscellaneous
Expenses (T&ME) for Kenya country office.
- Assist
to facilitate the orientation and onboarding of new staff as well as
offboarding staff.
- Coordinate
with the Finance team to ensure suppliers are paid on time.
- Assist
in maintaining the online office directory and photo depository for the
region.
- Assist
to update the regional calendar of events and follow up with the event
owners for logistics arrangements.
Engagement
- Efficient
and effective administrative support for staff and visitors
- Ensuring
all programs and operations have adequate support needed.
- Reporting
discrepancies he/she finds within the accounts to his/her supervisor.
- Compliance
with expenditure commitment procedures
Delivery
- Improve
efficiency and dealing with a diverse group of callers and visitors at all
levels, both internal and external to IRRI, and ensure all are treated in
a professional and courteous manner
Generic
- All
documentation and arrangements are accurate and processed in a timely
manner.
- Timely
submission of reports and inventory
Requirements
- Diploma
in business administration/management, project management
- At
least two years relevant experience
- Demonstrated
ability to multi-task
- Good
oral and written communication skills -Fluency in written English
- Communicates
status of work regularly and in a timely manner
- knowledge
of MS Office (Word, Excel, PowerPoint)
- Ability
to perform fast, efficient and maintain discretion and confidentiality
- Have
basic knowledge of office administration and procurement skills
- Demonstrated
professional level of attention to detail and accuracy of work.
