Administrative Officer at World Agroforestry Centre (ICRAF)

Overview

Facilitate administrative and operational processes at AFF, including innovation on systems to improve efficiency and cost-effectiveness of the administrative operations, with the aim of achieving AFF’s mandate and strategic objective.

Duties and responsibilities

Administration.

• Facilitate administrative aspects related to organization and execution of international and national meetings, workshops, and conferences.
• Facilitate administrative aspects of convening the AFF GC meetings including preparing the documentation required by its committees.
• Facilitate the procurement process of all office supplies and acquiring of essential services, including consultancies.
• Under the guidance of the Executive Secretary, facilitate the convening of staff meetings and document the proceedings of such meetings. 
• Coordinate   with the Protocol office in managing all protocol issues and requirements for AFF staff. (Visas, licences, permits, courtesy matters).
• Coordinate with the ICT unit to provide services and support required by AFF staff.
• Maintain AFF’s assets register with close consultation with the laid down procedures. i.e., replacements and disposal of obsolete assets.
• Ensure a safe, professional and conducive work environment that supports high performance for AFF staff.
• Coordinate additional office space and facilities requirements with the ICRAF Operations department.
• Facilitate room bookings for AFF staff planning and coordination meetings.
• Facilitate gate passes for AFF guest.
• Any other tasks as may be directed by the Executive Secretary

 Finance.

• Offer support in the preparation of activity budgets   and facilitate their prompt processing, implementation; in addition to ensuring that activity reports are in line with the expenditures and programme financial expenses and are consistent with allocated budget lines.
• Initiate and follow up consultants’ payments upon confirmation of deliverables by Project Managers.
•  Work with Project Managers and the Finance and Administrative Assistant in preparing field budgets for recruited experts, for which advances will be issued to the experts to facilitate field activities.
• Team up with the Finance and Administrative Assistant in clearing DSAs advanced to experts for field work, as well as in processing reimbursements due to them.

Human Resources.

•  Internal orientation and induction programme for new staff.
• Handle or accelerate the various employee issues as directed by the Executive Secretary
• Support Executive Secretary in handling issues related to grievances and discipline at work and prepare documentation for relevant organs.
• Plan activities and implement logistics for staff welfare programs and team building initiatives.

Project Coordination/ Support.

• Provide necessary inputs to project reports and prepare necessary documentation.
• Offer support within the Finance and Administrative Unit in ensuring timely disbursement of funds to collaborating partners in the programme operational areas.
• Facilitate field missions and other stakeholder engagements. 

Education, knowledge and experience

• Bachelor’s degree in business administration or a related field.
• Knowledge and experience in basic accounting, financial management and project management is required.
• Up to 5 years of consistent, proven, work experience as an Administrative Officer, Administrator, or similar role, in a related working environment.
• Solid knowledge of office procedures.
• Experience with office management software like MS Office (MS Excel, MS Word and MS power point).
• Good experience in interacting with people of different backgrounds, nationalities, and cultures.