Organization: CIFOR – Center for International Forestry Research
Location: Nairobi
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Operations and Administrations
Administrative support
Translations and Languages
Closing Date: 2024-09-09
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.
CIFOR-ICRAF is looking for a
Bilingual Administrative Assistant- IRD
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.