Assistant II –Administration–IITA at Bioversity International

Main duties and responsibilities include:

Administrative Support

• Manage incoming and outgoing communications, including official emails, telephone calls, and correspondence for the Nairobi office.
• Draft, edit, and format letters, memos, minutes, and other official documents.
• Maintain organized physical and electronic filing systems in line with IITA policies.
• Support procurement processes by preparing requisitions, collecting quotations, liaising with vendors, and ensuring compliance with IITA procurement procedures.
• Track office supplies, stationery, and consumables; ensure timely replenishment.
• Support administrative documentation required for audits and internal reviews.

Logistics and Coordination

• Coordinate logistics for meetings, workshops, and events, including venue booking, participant invitations, refreshments, and documentation.
• Arrange travel logistics for IITA staff, visiting researchers, and consultants (flights, accommodation, transport).
• Support visa processing, airport pick-ups, and accommodation arrangements for visiting scientists and partners.
• Receive and guide visitors, ensuring a professional and welcoming office environment.

HR and Office Support

• Support recruitment processes by arranging interviews, communicating with candidates, and preparing interview logistics.
• Maintain attendance, leave, and timesheet records for Nairobi-based staff.
• Assist in onboarding new staff, interns, and consultants by preparing orientation materials and coordinating orientation schedules.
• Support staff welfare and office initiatives as guided by the Station Administrator.

Requirements:

Education

• Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience

• Minimum of 2–3 years’ administrative or office management experience, ideally within an NGO, research institution, or international development organization.
• Experience with procurement and travel arrangements is highly desirable.
• Prior experience working in a donor-funded project environment is an added advantage.