Administrative Associate III – ICT at International Livestock Research Institute (ILRI)

The International Livestock Research Institute (ILRI) seeks to recruit a Administrative Associate to provide high-level administrative and logistical support to the ILRI ICT department. ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. 

Key responsibilities

• Prepare schedules and activity plans for events, trainings, meetings and workshops including preparation of relevant material/documentation to ensure effective management of team activities
• Organize travel, bookings, accommodation, airport transfers and visas and ensure that they comply with process and standards
• Process the ICT staff requirements including office set up arrangements during onboarding and separation to ensure a seamless process
• Serve as the first point of contact for service providers, suppliers, other partners and visitors, and coordinate actions and requests and follow through to ensure resolution
• Maintain corporate accounts and manage the communication with services providers to ensure compliance with contract terms and conditions
• Draft  general correspondence  and ICT communication material to inform staff on general ICT matters
• Process payment requests and internal recharges for services offered such as printing, telephone, service fees, machine lease fees as per appropriate cost centres and update relevant stakeholders
• Monitor and adjust ICT budget to ensure updated budget, and highlight any concerns or issues that require further discussion
• With relevant stakeholders, identify and procure of goods and services for the smooth running of the department
• Develop and maintain various filing systems and databases of loaned equipment logs, books, licences, contracts, sign-off documents for contracted services and projects
• Set up and follow up on CIO’s appointments, attend to visitors, telephone calls, mail/parcels and other inquiries
• Perform any other related duties as may be required

Requirements

• Bachelor’s degree or Diploma in ICT, business administration or relevant field
• Two years of relevant experience with degree or five years relevant experience with a diploma
• Knowledge of office management systems, techniques and procedures
• Excellent planning and organization skills
• Excellent oral and writing communication skills
• Strong interpersonal and collaboration skills
• Experience working in an international organization