Administrative Associate Job in Kenya

 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

The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock. ILRI is a CGIAR research centre – part of a global research partnership for a food-secure future.


  • 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.


  • 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


  • 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


  • All documentation and arrangements are accurate and processed in a timely manner.
  • Timely submission of reports and inventory


  • 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.

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