Administrative Coordinator-IFPRI

Key Responsibilities

Purpose

• This role requires a proactive individual with excellent organizational and communication skills, capable of handling a variety of administrative tasks to support the organization’s strategic and operational goals.
• Proven experience working in a diverse, multicultural setting to effectively communicate and collaborate with international partners, stakeholders, and team members. This role is crucial in ensuring the efficient administration of the office, supporting the Kenya Country Program in achieving the program’s goals, and maintaining high standards of communication and collaboration with all stakeholders.

Office Administration and Coordination:

• Implement and maintain office administrative systems, including drafting and updating contracts and procedures.
• Coordinate secretarial and administrative activities to ensure smooth day-to-day operations.
• Manage general office operations and oversee office staff activities to ensure maximum efficiency.
• Maintain office policies, collaborating with HR and Finance functions to ensure compliance with organizational standards.

Travel and Logistics Management:

• Arrange travel logistics for staff and visitors, including hotel reservations, visa applications, itineraries, and issuance of travel tickets.
• Prepare and process travel and field expense reports, coordinating with the Travel Office and Accounting for travel requests and cash advances.
• Supervise and verify travel documents, such as visa applications and travel/miscellaneous expense claims for the Kenya regional office.

Meeting and Event Coordination:

• Organize logistical arrangements for meetings, workshops, seminars, conferences, and special events, including room reservations, materials preparation, teleconferences, catering, and taking minutes.
• Lead the organization of logistics for presentations and other events, ensuring all requirements are met.

Procurement and Inventory Management:

• Oversee the procurement of goods and services such as office supplies, equipment, and stationery.
• Monitor and maintain office inventories to ensure the smooth functioning of office operations.

Financial and Budget Support:

• Collaborate in preparing, reviewing, and analyzing budgets to ensure proper management and utilization.
• Monitor project budgets, collaborator and donor-approved expenditures, and sub-contracts, ensuring timely compliance with financial requirements.
• Assist in preparing proposals, staffing plans, consultancy contracts, and budgets.

Document and Communication Management:

• Develop and maintain various filing systems and databases for easy access and retrieval of documents.
• Review and respond to inquiries and correspondences addressed to the Country Program Leader, including drafting standard letters, memos, and routine documents.
• Support the development and execution of communication plans in collaboration with the Communications and Knowledge Management team.

HR and Staff Support:

• Lead the orientation of newcomers in collaboration with the HR Business Partner, ensuring they are familiar with office procedures and systems.
• Supervise an administrative assistant, providing guidance and support for their daily tasks.

Compliance and Due Diligence:

• Ensure compliance with institutional policies (CGIAR, IFPRI, and ILRI) in office and program operations.
• Assist with due diligence activities related to program partners and subcontractors, ensuring all compliance requirements are met.
• Support project closure activities, including asset disposal and documentation archiving.

General Office Support:

• Serve as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Prepare reports for various stakeholders, providing accurate and timely updates on office operations.

Other Duties:

• Perform any other related duties as required to ensure the smooth running of the office.

Requirements:

• A bachelor’s degree or equivalent in business administration, management, or a related field, with two years relevant experience.
• Diploma in relevant field with five years of relevant experience
• Proficiency in MS Office (Word, Outlook, Excel, PowerPoint).
• Excellent oral and written communication skills in English, including strong composition, grammar, and proofreading abilities.
• Demonstrated ability to handle confidential matters with discretion.
• Familiarity with monitoring and managing project budgets and contracts.
• Strong organizational skills, with the ability to prioritize tasks and work with minimal supervision.
• Ability to work productively in a multicultural team environment.
• Attention to detail and follow-through to closure.
• Experience in a fast-paced work environment.