Assistant – Administrative

<!–

Description

–>

Provide overall day to day secretarial and administrative support to the Office Manager and all unit employees. The assistant will be responsible for the daily activities needed to run IRRI-Africa’s Regional Office administration.

This position will be based in Nairobi, Kenya, and may only be filled by permanent citizens of Kenya.

Roles and Responsibilities

• 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 assisting 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 in preparing documents for visa applications, Travel, and Miscellaneous Expenses (T&ME) for Kenya country office.
• Assist to facilitating 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 in updating 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 deal with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated professionally and courteously.

Qualifications

• High School graduate with minimum 4 years of experience in Administration; or
• Bachelor’s degree in administration or related field and 2 years of relevant experience

Source: https://www.irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPostingID=1877&nPostingTargetID=3396&mask=irriext&lg=EN

<!—

<!–

–>