Administrative Assistant Jobs in Kenya – Capacity

The International Livestock Research Institute (ILRI) seeks to recruit an Administrative Assistant to provide administrative support to the Capacity Development Unit and support the administration of the graduate fellowship programme.
ILRI works with partners worldwide to enhance the roles that livestock play in food security and poverty alleviation, principally in Africa and Asia. The outcomes of these research partnerships help people in developing countries keep their farm animals’ alive and productive, increase and sustain their livestock and farm productivity, find profitable markets for their animal products, and reduce the risk of livestock-related diseases www.ilri.org.
ILRI is a not-for-profit institution with a staff of about 700 and in 2016, an operating budget of about USD83 million. A member of the CGIAR Consortium working for a food-secure future, ILRI has its headquarters in Nairobi, Kenya, a principal campus in Addis Ababa, Ethiopia, and offices in other countries in East, West and Southern Africa and in South, Southeast and East Asia www.cgiar.org.
Key responsibilities

Provide support to the management of ILRI graduate fellowship program including;

Provide administrative support as required during the graduate/research fellows’ recruitment process.

Inducting new graduate fellows to ILRI and liaise with relevant units i.e. IT, health and safety Unit, Finance and HR to ensure all the relevant procedures are followed.

Providing on-going administrative support to the graduate/research fellows.

Regularly maintain up-to-date records of graduate/research fellows.

Provide support for CapDev training activities.

Provide logistical support in the organization, coordination and implementation of meetings, trainings (group trainings, special workshops etc.)

Assist in the preparation of certificates for participants;

Keep records of participants for future communication;

Take minutes and compile reports for workshops;

Evaluate training activities and use the feedback to improve the quality of service offered by the CapDev unit.

Maintaining the training databases and other records for Capacity Development Unit

Maintaining an up to date electronic trainee’s database;

Keeping proper file records of the trainees;

Maintaining the Direct Links in the Global Address list;

Maintaining a database of University/partners contacts.

Providing day to day administrative support to the CapDev team

Liaising with all ILRI administrative Units, Research themes, projects and support units as required to deal with CapDev administrative matters;

Assist visitors on general administrative matters, provide advice and ensure administrative support as required;

Maintaining and updating a proper filing system for the Unit documents;

Receiving, screening, logging, routing and attending to phone calls;

Drafting routine correspondence; and

Organizing travel arrangements and preparing travel expense reports;

Any other support/administrative tasks as required by supervisor or Head of CapDevRequirements

A Diploma in either business administration, secretarial studies, office management or a related field;

A minimum of 2 years’ recent experience in an administrative role;

Front office experience and public relations or customer relations skills would be an added advantage;

Proficiency in Microsoft Office packages;(Excel use a must)

Excellent communication skills; written and verbal communication in English, including web based communications;

Excellent interpersonal skills and ability to work within a multicultural environment;

Superior multi-tasking skills with the ability to coordinate prioritize and organize tasks to meet deadlines with minimal supervision; and

Confident, outgoing personality, highly articulate and able to relate with people at all levels.Terms of Appointment
This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus. It is open to Kenyan nationals only. The position is on a 3-year contract, renewable subject to satisfactory performance and availability of funding.
Job Level
This position is job level 1C, ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances for ILRI’s Nationally Recruited Staff.
How to apply:
Applicants should send a cover letter and CV explaining their interest in the position, what they can bring to the job and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Director, People and Organizational Development by clicking on the “Apply Now” tab above on or before 1 July 2016. The position title and reference number REF: AA/ CAPDEV /06/2016 should be clearly marked on the subject line of the cover letter.
We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.
ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants’ bank accounts.
To find out more about ILRI, visit our websites at http://www.ilri.org/
To find out more about working at ILRI visit our website at http://www.ilri.org/ilricrowd/
ILRI is an equal opportunity employer.
(closing date 1 July 2016)