Programme Administrative Assistant at World Agroforestry Centre (ICRAF)

Duties and responsibilities

Programme Administration:

• Provide comprehensive day-to-day administrative support to the Thrivelands team, including scheduling meetings and tracking action points.
• Assist in the coordination and logistical arrangements for internal and external meetings, field visits, learning exchanges, workshops, and events.
• Manage internal documentation systems, including meeting minutes, and filing key programme documents.
• Support the Programme Lead and the team in the preparation of briefing materials, presentations, and background documents.

Event and Workshop Planning:

• Work with the team to develop detailed logistical plans for capacity building workshops, cross-learning forums, youth engagements, and multi-stakeholder consultations.
• Provide on-site or virtual support during events, including participant registration, documentation, materials preparation, and feedback collection.
• Support production and dissemination of event summaries, reports, and outcome documents.

Travel and Logistics Management:

• Coordinate travel logistics (domestic and international), including flight bookings, accommodation, local transport, travel advances, and visa arrangements for staff and external stakeholders.
• Develop and maintain a travel tracker for the programme team, ensuring timely and accurate documentation of travel approvals and reports.
• Liaise with procurement, operations, and finance teams to ensure travel-related expenses are processed and reconciled efficiently.

Procurement and Budget Monitoring Support:

• Assist in drafting and reviewing requisitions for procurement of goods and services, including venue hire, catering, printing, and consultant contracts.
• Support budget tracking and reconciliation of programme activity expenditures in coordination with the programme coordinator and the finance staff.
• Maintain an up-to-date administrative budget tracker and flag any budgetary issues requiring action.

Stakeholder Engagement Support

• Assist in the logistical preparation and documentation of stakeholder consultations, partnership meetings, and co-design sessions in support of programme activities.
• Maintain updated contact lists and communication records with government officials, community representatives, development partners, and other collaborators.
• Support the organization of virtual and hybrid meetings, ensuring appropriate tools and platforms are set up, and that participants have all needed materials in advance.

Requirements

• Bachelor’s degree in business administration, project management, international development, environmental studies, or a related field.
• At least 3 years of relevant experience in an administrative or programme support role within an international development, research, or environmental organization.
• Demonstrated experience in travel logistics, meeting coordination, and event organization.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills; comfort interacting with senior-level stakeholders.
• Ability to multitask and work effectively under pressure, often in complex and fast-moving environments.
• Proficiency in Microsoft Office Suite and virtual meeting tools (Zoom, Teams, etc.); familiarity with procurement or administrative systems (e.g., SAP, SharePoint) is an asset.