Admin Assistant at International Livestock Research Institute (ILRI) in Nairobi

Administrative Assistant at International Livestock Research Institute (ILRI) in Nairobi

Vacancy Number: AA/BIOTECH/03/11
Department: Biotechnology Theme
Location: Nairobi, Kenya
Duration: 2-year contract renewable

The International Livestock Research Institute (ILRI): The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, and Vietnam) and East Asia (China).

ILRI seeks to recruit an Administrative Assistant to work within the Biotechnology Theme specifically with the teams “improving livestock disease control and product safety” (BT01), Animal Units (BT71) and the Biological service unit (BSU)

Responsibilities

• Coordinating local and international travel for BT01, BSU and Animal Unit staff, students, consultants, visitors by
• preparing the TAs and ensuring that the correct per diem rates have been included,
• requesting finance office for any travel advance required
• organising for airport transfers with ILRI travel agency
• organising for accommodation
• organising for ticket reimbursement when required
• preparation of travel expense reports
• Organise BT01, BSU and Animal Unit staff meetings, seminars and journal clubs.
• Organise BT01, BSU and Animal Unit workshops (travel and accommodation of workshop participants, organise for meeting rooms, travel itineraries, visas, workshop materials, transport, hotel rooms etc)
• Raise BT01, BSU and Animal Unit Purchase Orders for office supplies and equipment and oversee distribution.
• Compiling recharges for Biological Services Unit and the Animal Unit
• Writing and distributing minutes for BT01, BSU and Animal Unit project meetings
• Taking on project specific roles such as verification of field expenses on projects, preparing payment requests on behalf of BT01, BSU and Animal Unit
• Maintain accurate records and computer database files of the Animal units for all animals, feed, sales, drugs, small animal records and all other records as may be necessary.
• Assist in the IACUC Commitee with administrative duties.
• Maintaining efficient filing systems (electronic and hard copy)

Skills and Qualifications

• Diploma in Business Administration or related discipline is required. A Bachelors degree in similar disciplines is an added advantage.
• Minimum 3 years administrative support and office management experience in a busy international or private sector organization or multi-cultural environment
• Demonstrable experience in organizing meetings, conferences and workshops
• Good teamwork, interpersonal, communication and multi-cultural skills
• Well developed computer skills in Word, PowerPoint and Excel
• Good personal organization skills, accuracy and attention to detail required
• Highly effective multi-tasking skills, with ability to coordinate, prioritize, and organize workload, meet deadlines and work under pressure
• Capacity to take initiative, demonstrate good judgment, and work under minimal supervision
• Good written and communication skills

Terms of appointment: This is Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus and is on initial 2 year contract renewable subject to satisfactory performance and availability of funding. Salary and benefits will be in line with those provided within ILRI’s NRS scheme.

Job level and salary:
This position is job level 1C and starting salary is KES 55,833 per month. This is exclusive of other benefits provided within ILRI’s National Recruited Staff Scheme.

Applications:
Applications addressed to the Human Resources Director, a cover letter, curriculum vitae and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience should be emailed to: recruit-ilri-Ken@cgiar.org by 12 April 2011.

The position title and reference number “ADMINISTRATIVE ASSISTANT: AA/BIOTECH/03/11” should be clearly marked on the subject line of the email applications. Only short listed candidates will be contacted.

To find more about ILRI, visit our Website at www.ilri.org

ILRI is an equal opportunity employer.
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