Bilingual Administrative Assistant- IRD at World Agroforestry Centre (ICRAF)

Overview

The role of IRD Office, which covers seven East African countries, is to provide a full range of administrative support, to promote the institution's scientific activities, and to ensure that its staff have the right conditions in which to carry them out. The administrative assistant supports the representation in administrative management and some accounting matters, in liaison with IRD central services based in France.

Duties and responsibilities

Administration

• Offer administrative support to IRD staff, partners, and students to ensure management efficiency.
• Ensure appropriate and timely handling of correspondence in English and French
• Maintain office calendar and arranges meetings to ensure smooth workflow.
• Prepare memos, reports, and minutes for all meetings to ensure quality, including disseminating those documents to the relevant individuals.
• Translate or have documents (emails, short letters) translated into English and/or French to the understanding of all concerned.
• Communicate routine and some non-routine information pertaining to the work of the organization.
• Maintain an efficient filing and easy document retrieval system for the representation.
• Ensure proper handling and confidentiality of sensitive information in order to adhere to organizations policy.
• Diffusion of information within and outside the organization.
• Events organization, facilitate meetings, both internal and external.
• Update database: e.g. mission list, contact list, student list.
• Update standard operating and administrative procedures for IRD staff and partners in East Africa.
• Offer project management support as required. 

Mission and travel

• Register agents on mission to the IRD mission portal and draft their travel orders.
• In charge of organizing travel (flight booking, visa information, airport transfers, hotel bookings) for IRD staff and partners.
• Contribute to ongoing improvement and efficiency of IRD travel policies and processes. 

Human resource.

• Offer human resource services to staff and partner satisfaction
• such as support in the onboarding process for new IRD agents based at the Kenya office.
• Ensure the management and administrative follow-up of absences and annual leave of IRD staff.

Procurement.

• Affordable procurement (air tickets, accommodation, office and field equipment) that saves the organization time and money.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Arranges for the purchase and timely distribution of office supplies. 

Supervisory role to the IRD driver.

Requirements

• Undergraduate degree in secretarial and /or administrative management
• 2-3 years minimum relevant experience
• Fluency in French (CRECL level: B2/C1)
• Administrative Management.
• NGO experience is a must.
• Fluent in English and Kiswahili, spoken or written.