Bilingual Administrative Assistant- IRD

Reference number: 202447
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.

Overview

The role of IRD Office, which covers seven East African countries, is to provide a full range of administrative support, to promote the institution’s scientific activities, and to ensure that its staff have the right conditions in which to carry them out. The administrative assistant supports the representation in administrative management and some accounting matters, in liaison with IRD central services based in France.

Duties and responsibilities

Administration

• Offer
  administrative support to IRD staff, partners, and students to ensure
  management efficiency.
• Ensure
  appropriate and timely handling of correspondence in English and French
• Maintain
  office calendar and arranges meetings to ensure smooth workflow.
• Prepare
  memos, reports, and minutes for all meetings to ensure quality, including
  disseminating those documents to the relevant individuals.
• Translate
  or have documents (emails, short letters) translated into English and/or
  French to the understanding of all concerned.
• Communicate
  routine and some non-routine information pertaining to the work of the
  organization.
• Maintain
  an efficient filing and easy document retrieval system for the
  representation.
• Ensure
  proper handling and confidentiality of sensitive information in order to
  adhere to organizations policy.
• Diffusion
  of information within and outside the organization.
• Events
  organization, facilitate meetings, both internal and external.
• Update
  database: e.g. mission list, contact list, student list.
• Update
  standard operating and administrative procedures for IRD staff and
  partners in East Africa.
• Offer
  project management support as required.

Mission and travel

• Register agents on mission to the
  IRD mission portal and draft their travel orders.
• In charge of organizing travel
  (flight booking, visa information, airport transfers, hotel bookings) for
  IRD staff and partners.
• Contribute to ongoing improvement
  and efficiency of IRD travel policies and processes.

Human resource.

• Offer
  human resource services to staff and partner satisfaction
• such as
  support in the onboarding process for new IRD agents based at the Kenya
  office.
• Ensure
  the management and administrative follow-up of absences and annual leave
  of IRD staff.

Procurement.

• Affordable
  procurement (air tickets, accommodation, office and field equipment) that
  saves the organization time and money.
• Monitor
  inventory of office supplies and the purchasing of new material with
  attention to budgetary constraints.
• Arranges
  for the purchase and timely distribution of office supplies.

Supervisory role to the IRD driver.

Requirements

• Undergraduate degree in secretarial and
  /or administrative management
• 2-3 years minimum relevant experience
• Fluency in French (CRECL level: B2/C1)
• Administrative Management.
• NGO
  experience is a must.
• Fluent
  in English and Kiswahili, spoken or written.
  

Education, knowledge and experience

•Undergraduate degree in secretarial and /or administrative management
•2-3 years minimum relevant experience
•Fluency in French (CRECL level: B2/C1)
•Administrative Management.
•NGO experience is a must.
•Fluent in English and Kiswahili, spoken or written.

Terms and conditions

•This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.

•The duty station will be in Nairobi, CIFOR-ICRAF Offices.

Application process

The application deadline is 09 Sep 2024
We will acknowledge all applications, but will contact only short-listed candidates.