Administrative Assistant - World Agroforestry Centre in Nairobi

Job Title: Administrative Assistant – Research Methods Group and Geoscience Lab

About our organization
The World Agroforestry Centre (ICRAF) is an independent research institution which generates science-based knowledge about the diverse roles that trees play in agricultural landscapes, and to use its research to advance policies and practices, and their implementation that benefit the poor and the environment.

ICRAF is guided by the broad development challenges pursued by the Consultative Group on International Agricultural Research (CGIAR).

These include poverty alleviation that entails enhanced food security and health, improved productivity with lower environmental and social costs, and resilience in the face of climate change and other external shocks.

The Centre’s headquarters are located in Nairobi, Kenya, with eight regional and sub-regional offices located in China, India, Indonesia, Kenya, Malawi, Mali, Peru and Cameroon. ICRAF conducts research in 28 other countries in Africa, Asia and Latin America.

Main purpose of the job
To provide business support to both RMG and Geoscience lab, while working closely with the RMG Programme Management Officer

Specific responsibilities

Handle all RMG’s and GSL administrative matters.
Process Memoranda of Understanding/Letters of Agreement.
Administer, monitoring and maintain a real-time budget monitoring system for both units, ensuring that the internal budget monitoring system is synchronised with that of the Finance Unit. Ensure that there is consistency between available budgets and the activities of the RMG and GSL, respectively.
Monitoring and take appropriate action to ensure that project and unit related charge backs are received.
Preparing and ensuring logistical arrangements, including pre- and post-travel arrangements for incoming and outgoing missions. Prepare and monitor travel cash advance requests.
Assisting with the preparation of reports, presentations and business plans.
Liasing with HR on staff and consultancy requests matters
Liaising with procurement and finance offices for timely purchase of project goods and services
Maintaining units’ assets registers.
Draft letters, scheduling appointments and provide support in arranging workshops and meetings.
Ensuring that project documents are filed and archived.

Requirements
A relevant degree in Business Administration or Social Sciences.
A Post Graduate Diploma in project management will be an added advantage.
Good understanding of budgeting and financial management procedures.
Proficiency in database applications and MS office suite.
Up to 5 years’ relevant experience.
Extensive knowledge and experience of budget monitoring and financial management
Highly motivated team player.
Ability to multitask and respond to short deadlines
Good communication skills in both written and spoken.

Terms of offer
We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women.

This position is on National terms and will be for an initial period of three (3) years, renewable subject to six (6) months’ probation period, assessment of performance, continued relevance of the position and availability of resources.

How to Apply:
Go to http://worldagroforestry.org/working-for-icraf/vacancies

Deadline:15/05/2013