Assistant – Administrative

About IRRI

Job Purpose

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

Skills Required

Mandatory

• Knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates the status of work regularly and promptly
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of office administration and procurement

Preferred

• Good interpersonal skills
• Good organizational skills

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances.

Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.
This position will remain open until filled.