Administrative Assistant, Office of the CEO at World Agroforestry Centre (ICRAF)

Overview

The Administrative Assistant provides dedicated administrative, financial, systems, and operational support to the Executive Assistant to the CEO and the wider Office of the CEO (OCEO). Working under the Executive Assistant, the role ensures that day-to-day administrative transactions, system submissions, budget tracking, correspondence, and event logistics are executed accurately, on time, and in line with Landscape Alliance policies, freeing the Executive Assistant to focus on higher-level strategic and CEO-facing responsibilities.

Duties and responsibilities

Systems, Travel and Procurement Submissions

• Prepare, submit, and track Travel Authorizations (TAs), Travel Expense Claims (TECs), Requests for Payment, and Requests for Purchase in MyTree and other corporate systems on behalf of the CEO, Executive Assistant, and OCEO staff.
• Coordinate with the in-house travel desk and external providers on bookings, itineraries, and accommodation for the CEO, OCEO staff, consultants, and invited guests, including visa requests and reimbursements.
• Process consultancy contracts and invoices, and initiate procurement for OCEO supplies, services, and equipment, following up with HR, Finance, and Procurement until closure.
• Maintain trackers of all submissions, approvals, reference numbers, and outstanding actions; flag bottlenecks to the Executive Assistant.

Finance and Budget Support:

• Support the preparation, tracking, and record-keeping of the OCEO budget, including inputs into the annual plan of work and resource allocation through the year.
• Compile and reconcile accounting claims, expense reports, and supporting documentation; facilitate monthly budget updates with the Finance team.
• Monitor OCEO costs and expenses (equipment, travel, operating costs) and flag variances against budget.
• Manage the unit petty cash, ensuring proper documentation and reconciliation.

General Administrative Support, Correspondence and Signatures

• Draft, format, and proofread outgoing correspondence on behalf of the OCEO, including letters, invitations, internal memos, and routine communications.
• Manage the CEO’s signature workflow: prepare and verify supporting documentation for review and signing, route signed documents appropriately, and maintain records of signed items.
• Log all incoming invitations to the CEO and OCEO in a central tracker; circulate to the Executive Assistant and Chief of Staff for triage, and follow up on RSVPs and responses.
• Manage the issuance and recording of OCEO reference numbers and maintain an organized document filing system (physical and digital).
• Order and manage office stationery, supplies, and equipment for the OCEO; oversee maintenance and supervise cleaning and office upkeep as required. 

Meeting, Event and Visitor Logistics

• Provide logistical support for CEO-hosted meetings, retreats, conferences, and events, including room reservations, audiovisual setup, catering, and materials.
• Coordinate access, reception, and hospitality for CEO visitors and OCEO guests.
• Assist the Executive Assistant in compiling meeting briefing packs and follow-up notes. 

Other Responsibilities

• Act as a back-up to the Executive Assistant on selected administrative and system tasks during high workload, travel, or leave, within the boundaries set by the Executive Assistant.
• Identify and mitigate potential risks within the work area.
• Take reasonable care of own occupational health and safety and that of others as obliged by CIFOR-ICRAF’s Occupational Health and Safety Policy and cooperate with CIFOR-ICRAF in complying with requirements under any statutory health and safety provisions of relevant country laws.
• Any other duties as may be required by the Executive Assistant or the OCEO. 

Requirements

• A relevant university degree in Business Administration, Finance, Accounting, Office Management, or a related field, or equivalent qualifications and experience.
• At least 2 years of professional administrative, finance, or operations support experience, preferably in an international or multicultural working environment.
• Excellent command of English, both written and spoken
• Preferred: Demonstrated experience processing travel authorizations and expense claims, procurement requests, and financial transactions in an enterprise system (e.g., MyTree, ERP, or similar).
• Preferred: Working knowledge of budget tracking, expense reconciliation, and basic financial reporting.
• Strong computer skills in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
• Familiarity with CGIAR or international NGO administrative procedures is an asset.