International Livestock Research Institute(ILRI) Recruitment For Administrative Assistant

ILRI vacancy: administrative assistant

Vacancy Number: AA/PA/CAST/KMIS/04/11
Department: Public Awareness (PA)
Location: Nairobi, Kenya
Duration: 2-year fixed term contract
ONLY INTERNAL CANDIDATES WILL BE CONSIDERED.
The International Livestock Research Institute (ILRI): The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, and Vietnam) and East Asia (China).

ILRI seeks to recruit an Administrative Assistant to work within the Partnerships and Communications Department, mostly with the Public Awareness [PA] Program as well as with Capacity Strengthening [CaSt] and Knowledge Management and Information Services Nairobi teams.
Responsibilities

• Coordinate local and international travel for PA, Cast, KMIS-Nbi staff, students, consultants, visitors by;

• Preparing the TAs and ensuring that the correct per diem rates have been included,
• Requesting finance office for any travel advance required,
• Organising for airport transfers with ILRI travel agency,
• Organising for accommodation,
• Organising for ticket reimbursement when required,
• Preparation of travel expense reports,

• Organize for regular staff meetings,

• Organize other meetings and conferences (travel and accommodation of workshop participants, organize for meeting rooms, travel itineraries, visas, workshops materials, transport, hotel rooms, etc,

• Raise PA and KMIS- Nbi orders Purchase Orders for office supplies and equipment and oversee distribution,

• Compile recharges for PA and Nairobi Graphics Services,

• Taking on specific roles such as preparing payment requests on behalf of PA, CaSt and KMIS-Nbi,

• Maintain accurate records for all consultants hired by PA and KMIS-Nbi and all other records as may be necessary,

• Assist PA,CaSt and KMIS-Nbi with administrative duties,

• Maintaining efficient filing systems (electronic and hard copy).

Skills and Qualifications

• Diploma in Business Administration or related discipline is required. A Bachelors degree in similar disciplines is an added advantage,

• Minimum 3 years administrative support and office management experience in a busy international or private sector organization or multi-cultural environment.

• Demonstrable experience in organizing meetings, conferences and workshops.

• Good teamwork, interpersonal, communication and multi-cultural skills,

• Well developed computer skills in Word, PowerPoint and Excel,

• Good personal organization skills, accuracy and attention to detail required,

• Highly effective multi-tasking skills, with ability to coordinate, prioritize, and organize workload, meet deadlines and work under pressure,

• Capacity to take initiative, demonstrate good judgment, and work under minimal supervision,

• Good written and communication skills,

Terms of appointment: This is Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus and is on initial 2 year contract renewable subject to satisfactory performance and availability of funding. Salary and benefits will be in line with those provided within ILRI’s NRS scheme.
Job level and salary
This position is job level 1C and starting salary is KES 55,833 per month. This is exclusive of other benefits provided within ILRI’s National Recruited Staff Scheme.
Applications addressed to the Human Resources Director, a cover letter, curriculum vitae and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience should be emailed to: recruit-ilri-Ken@cgiar.org by 22nd April 2011.
The position title and reference number “ADMINISTRATIVE ASSISTANT: AA/PA/CAST/KMIS/04/11” should be clearly marked on the subject line of the email applications.

ONLY INTERNAL CANDIDATES WILL BE CONSIDERED.
To find more about ILRI, visit our Website at www.ilri.org
ILRI is an equal opportunity employer.