Reference number: 202543
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.
Administrative Assistant(DCP Program) - CIMMYT
Overview
The role is to provide administrative support to the Dryland Crops Program. The successful candidate will join our admin team which shares responsibilities. He/she will learn and become proficient in diverse aspects of project and program management and support, including: procurement; grants, and asset management; vendor coordination, germplasm import/export logistics; travel arrangements; logistics support to meetings; expense and budget management; document/knowledge management; secretarial support; etc. Teamwork is a key aspect of this position, including interest and willingness to become proficient in all shared tasks and “cover for each other” during peak work time or absence of any team member
Duties and responsibilities
1. Procurement
and Vendor Management
- Procurement
Coordination.
o Coordinate
procurement processes for Eastern and Southern Africa (ESA), ensuring
compliance with organizational policies and guidelines.
o Raise
ESA CAPEX requisitions and ensure timely follow-up with procurement teams.
- Vendor
Management.
o Evaluate
vendor performance to ensure quality and cost-effectiveness.
o Upload
vendor performance reports for access by the team.
- Germplasm
Movement.
o Process
SMTAs (Standard Material Transfer Agreements) for germplasm movement, ensuring
adherence to legal and procedural requirements.
o Maintain
an updated database of germplasm movement records.
o Manage
the processing of KeMHPIS documents, oversee DHL shipments and logistics
clearance, and coordinate with procurement to ensure seamless execution.
2. Grants
and Financial Management
- Subgrant
Management.
o Draft
and upload subgrant agreements on SGM and ICERTIS platforms.
o Maintain
an updated Subgrants Tracker.
o Upload
partner documents for payments.
o Notify
partners of payments and track confirmation of receipt.
- Donations
Management.
o Coordinate
donations, ensuring proper documentation and alignment with applicable project
goals.
- Asset
Management.
o Maintain
the DCP ESA assets register, ensuring accurate records of storage, maintenance,
and usage.
o Coordinate
periodic audits to ensure accountability.
3. Knowledge
Management
- On-line
information repositories.
o Lead
and manage the upload of critical project information on platforms such as
Teamwork and PMP.
o Support
the program Manager to develop and oversee a detailed calendar of critical
project milestones and necessary follow-ups.
4. Program
and Team Support
- Provide
clerical support to the ADCIN Steering Committee, including documentation,
meeting organization, and communication follow-ups.
- Maintain
an organized repository of ADCIN documentation for easy access.
- Support
DCP scientists:
o Raising
purchase requisitions (PRs).
o Organizing
internal team meetings.
o Processing
non-HSBC (credit card) expenses.
o Ensuring
timely documentation and follow-up on action points from meetings.
- Teamwork:
contribute to DCP’s Admin Team success by learning new tasks, rotating
responsibilities, covering for each other during leaves, etc.
5. Documentation
and Knowledge Management
- Post
and maintain breeding team, Subgrants, Procurement, ADCIN, Donations, Assets,
SMTAs, and other documentation on DCP Teams to ensure accessibility and proper
knowledge management.
- Implement
a structured folder system to enhance document retrieval efficiency.
Requirements
- Associate’s or Bachelor’s degree in
Business Administration, Communications, or a related field.
- At
least 3 years of experience as an administrative assistant or similar role,
preferably in an international or non-profit organization setting.
Education, knowledge and experience
•Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
•At least 3 years of experience as an administrative assistant or similar role, preferably in an international or non-profit organization setting.
Terms and conditions
•This is a Locally Recruited Staff (LRS) position and on competitive remuneration in local currency, commensurate with skills and experience.
•The appointment will be for a period of two (2) years, inclusive of a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
•The duty station will be in Nairobi, Kenya
Application process
The application deadline is 08 May 2025
We will acknowledge all applications, but will contact only short-listed candidates.
