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The World Agroforestry Centre, is an international institute headquartered in Nairobi, Kenya, and founded in 1978. The Centre specializes in the sustainable management, protection and regulation of tropical rainforest and natural reserves.
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The Position: The holder of the position shall provide administrative and logistical support to ICRAF’s front office, Procurement and the Travel, visitors and Conferences office.
Duties and Responsibilities
- Together with the Audio Visual Officer, manage the day to day allocation of conference resources and equipment
- Follow up to ensure timely chargebacks to internal and external stake holders and that the charges are credited to Operations account.
- Facilitate hotel bookings for clients during various meetings using the prequalified list of hotels and securing all inbound and outbound bookings and ensure that payments are done on time.
- Act as the link person between ICRAF administrators and the various hotels and providing feedback to both parties.
- In conjunction with both internal and external stakeholders prepare budgets, implement and monitor the events
- Establish Standard Operation Procedures (SOPs) with prequalified service providers within the event management industry for efficient and effective running of conferences and symposia.
- Together with the travel Agency provide support to the travel function of the Centre through:-
- Ensuring timely receipts of invoices and payments of travel done by ICRAF staff
- Follow up on monthly charge backs on air ticket and carbon foot print levies by working closely with Financial Services Unit (FSU)
- Ensuring adherence to the various agreements entered between ICRAF and the various airlines
- Consult with ICRAF administrators on quarterly basis for feedback on various areas of improvement on services offered by the Travel Agency
- In liaison with the Administrators, manage the catering services, events, conferences and meetings.
- Working with the Operations Unit by:-
- Providing administrative support to the Head of Operations Unit
- Working with the assistant Operations Manager in areas of facility management,
- Action follow-up and closely monitor execution of facility maintenance works
- Produce quarterly reports – travel cost analysis, conferences usage
- Performs other duties as assigned by supervisor.
Required Academic and Professional Qualifications:
- Bachelor’s degree in Business administration/Events planning or related field. Working knowledge of MS Office applications.
Required Skills and Competencies:
- At least 3 years’ experience in Travel, events and hospitality industry.
- Excellence in complete travel coordination from air to hotels including ground transfers.
- Previous experience in event management.
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women.
This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
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Duties and Responsibilities
- Develop and implement Operations Unit policies and procedures.
- Supervision and performance management of Operations team.
- Management and Key Performance Indicator (KPI) reporting for operations.
- Planning and budgeting.
- Management of outsourced service providers.
- Vehicle fleet and group transport management.
- Liaison and service provision for hosted institutions
- Health and Safety compliance
- Business Continuity Planning
Required Academic and Professional Qualifications: Masters degree in Commerce, Business Administration, Operations/Facilities Management or another business related discipline.
Required Skills and Competencies:
- 10 years of experience in operations, administration, facilities management with a least 5 years in a managerial capacity
- Experience of budgeting and financial management procedures
- Ability to take initiative to identify opportunities and take appropriate action, to organize and manage multiple priorities, work under pressure, and meet deadlines.
- Excellent interpersonal skills, demonstrated ability to work effectively in a multicultural team.
- Experience and qualifications in a Shared Services context an advantage.
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women.
This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) month probation period.
go to method of application »
The Position: The Administration Officer- Operations will Coordinate the units diary of works and management of outsourced service providers SLA’s
Duties and Responsibilities
1. Arrange and coordinate the Units’ diary of works including organizing service provider’s monthly meetings.
2. Receiving and coordinating all the Units Procurement needs which includes follow-up with the Procurement Unit and
3. Financial Service Unit (FSU) to ensure timely delivery of goods and services.
4. Assisting the Head of Operations in developing, implementing and Monitoring the Units Annual Program of Work and Budget including chargebacks for all services provided by the Unit.
5. In consultation with the other administrators, work closely with FSU to ensure timely chargebacks and client invoicing.
6. Being the Centre’s focal point for all insurance related matters which include management of institutional and staff motor insurance schemes and procurement of insurance covers for institutional assets at HQ and the regions, following up on the payment for all approved invoices for insurance debits, and securing credits. And in consultation with the insurance service provider initiate the quarterly service review meetings.
7. Work closely with the procurement Unit, institutions collaborating with ICRAF and others in the search for service providers, specifically those directly related to the Operations Unit.
8. Assist the Head of Operations in the management of outsourced service contracts including Service Level Agreements related to: Mail and Front Office, Taxi and Staff Group Transport, Project vehicles and Catering.
9. Manage the day to day operations of the ICRAF group transport by working with bus monitors and service provider to ensure compliance to the agreed upon Service Level Agreements.
10. As a member of the Occupational Health and Safety (OH&S) committee, work together with the Security Manager, Assistant Operations Manager (Facilities), the Head of Operations and other units in identifying and addressing OH&S issues.
Any other duties assigned by the supervisor
Required Academic and Professional Qualifications:
- A degree in Business administration or related field
- Excellent computer knowledge of Microsoft office
Required Skills and Competencies:
- Excellent interpersonal and communication skills
- Ability to coordinate, prioritize and organize workload
- Ability to meet deadlines and work under pressure with minimal supervision.
- Excellent project management skills
- Customer service oriented
- Strong negotiation skills
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women. This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
go to method of application »
The Position: The procurement officer will procure goods and services at the right time, source, quantity, quality, price and ensure delivery at the right place.
Duties and Responsibilities
1. Implements the procurement policies and guidelines; establishes and implements internal controls systems and procedures.
2. Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitions in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
3. Identify and recommend sources of procurement; interview potential suppliers; prepares and maintains database of approved suppliers
4. Produces tender documents (e.g. Requests for Qualification, Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
5. Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, payment terms and other discounts, transportation costs, etc.
6. Enters into negotiation of terms and conditions of orders; obtains credit and other information on proposed suppliers.
7. Finalizes purchase orders and contracts for approval in line with delegated signature authority, and, if required, prepares submission for review and subsequent approval by the authorized official.
8. Handles inbound/outbound logistics, including local marine insurance cover, import documents, PRO1Bs & Cs, Form A and C, in liaison with appointed Insurers, Clearing agents & transporters.
9. Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received, demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.
10. Coordinate the disposal of obsolete and surplus materials/assets.
11. Maintains relevant internal databases and files; keeps track of any contractual agreements, framework arrangements, etc. Ensures safe custody of the Purchase Orders, Quotations, Correspondences and any other accountable documents.
12. Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
13. Drafts a variety of correspondence.
14. Supervises, assigns and reviews the work of junior staff.
15. Performs other duties as assigned by supervisor.
Required Academic and Professional Qualifications:
- Undergraduate degree in any business related field.
- Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification from a recognized institution.
- Member of KISM
Required Skills and Competencies:
- Over three years’ experience in a busy procurement environment
- Knowledge of Procurement and logistics and related fields
- Reliable and dependable, high level of personal integrity and attention to detail
- Extensive knowledge of ERP systems and related software
- Strong negotiation skills
- Excellent interpersonal, leadership and analytical skills
- Proficient in Microsoft Office programs such as word, excel, outlook
- Excellent numeracy, literacy and organizational skills
- Excellent customer service and communication skills
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women.
This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
go to method of application »
The Position: The Assistant Accountant Budget, Regions and Corporate Reporting will provide support to Regions, SDs, Global Support Units and Overhead Units based at HQ
Duties and Responsibilities
Internal Control System
- Adhere to internal control systems that will ensure that the centre attains its objectives, produce accurate and reliable data for decision making, ensure compliance to policies and laws of host countries and safeguard the centre assets
- Evaluate and communicate internal control deficiencies in a timely manner to supervisor
Financial Planning and Budgeting
- Preparation of monthly, quarterly, and annual budget vs actual expenditure for review by the project managers
- Assist in the preparation and consolidation of the annual Programme of Work and Budget
- Monitor budget expenditures for the offices at HQ, the regions and the country offices
Donor Reporting
- Preparation of various donor financial reports as per the donor requirements in accordance with the grant agreement.
- Review of Donor Financial Reports from the regional offices ensuring that they have been done as per the donor and ICRAF requirements before presentation for internal ICRAF approval
- Preparation of Donor invoices for funds request as well as other invoices as might be requested from time to time.
Management of Partners
- Assist in the financial management capability assessment of partners.
- Prepare disbursement of funds to partners.
- Review and process partners advance liquidation and updating same in the financial systems
- Prepare monthly age analysis of all partners balances and follow overdue liquidations
Project Imprest
- Transferring of imprest to regional and country offices as per the computed monthly imprest levels.
- Reviewing, vouching and filing all project imprest return reconciliations and supporting documentation received from regional and country offices.
- Review monthly petty cash and Bank reconciliation from the region
Other Duties
- Financial management capacity building for programme administrators
- Preparation of payment vouchers and raising journals in financial systems
- Assist to retrieve supporting documents during special external audits for all projects in the respective assigned units
- Assist in review of proposal and concept notes budget to ensure they are full costed as per ICRAF policy
Required Academic and Professional Qualifications:
- First degree in Finance, Commerce, and Accounting, Economics or other business related disciplines
- CPA III/ACCA or International equivalent
Required Skills and Competencies:
- At least 3 years’ experience in Accounting, Budgeting & Corporate Reporting
- Good understanding of budgeting and financial management procedures
- Proficiency in database applications and MS office suite
- Excellent interpersonal skills, demonstrated ability to work effectively in a multicultural team
- Ability to organize and manage multiple priorities, work under pressure, and meet deadlines.
- Strong self-starter with initiative to identify opportunities and take appropriate action.
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women.
This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
go to method of application »
The Position: The Procurement Assistant will work with a more senior officer to facilitate the procurement of goods and services at the right time, source, quantity, quality, and price and delivery at the right place.
Duties and Responsibilities
The incumbent, within delegated authority, will be responsible for the following duties;
- Implements the procurement policies and guidelines; establishes and implements internal controls systems and procedures.
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identify and recommend sources of procurement; interview potential suppliers; prepares and maintains database of approved suppliers
- Produces tender documents (e.g. Requests for Qualification, Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, payment terms and other discounts, transportation costs, etc.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officer(s); obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval in line with delegated signature authority, and, if required, prepares submission for review and subsequent approval by the authorized official.
- Prepares PRO1Bs for duty free purchases, PRO1Cs for disposal of duty free items, form A’s for motor vehicle importation form C’s for motor vehicle registration.
- Liaises internally with Protocol office and externally with the clearing agents to ensure that imports are cleared at the earliest without incurring additional costs to the Centre.
- Assists in resolving issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received, demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.
- Verifies supplier invoices, proforma invoices and delivery notes/job completion forms, before submission to Finance for payment.
- Assists in the disposal of obsolete and surplus materials/assets.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, framework arrangements, etc.
- Ensures safe custody of the Purchase Orders, Quotations, Correspondence and any other accountable documents.
- Drafts a variety of correspondence.
- Performs other duties as assigned by supervisor
Required Academic and Professional Qualifications:
- Undergraduate degree in any business related field,
- Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
- Member of KISM
Required Skills and Competencies:
- At least 2 years’ experience in a procurement environment
- Excellent interpersonal and communication skills
- Ability to coordinate, prioritize and organize workload
- Ability to meet deadlines and work under pressure with minimal supervision.
- Excellent project management skills
- Customer service oriented
- Strong negotiation skills
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women.
This position is remunerated on Local Terms.
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
Method of Application
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