Administrative Assistant at CIMMYT- Nairobi

Administrative Assistant responsibilities:

Procurement and Vendor Management

• Procurement Coordination.
  • Coordinate procurement processes for Eastern and Southern Africa (ESA), ensuring compliance with organizational policies and guidelines.
  • Raise ESA CAPEX requisitions and ensure timely follow-up with procurement teams.
• Vendor Management.
  • Evaluate vendor performance to ensure quality and cost-effectiveness.
  • Upload vendor performance reports for access by the team.

Germplasm Movement.

• Process SMTAs (Standard Material Transfer Agreements) for germplasm movement, ensuring adherence to legal and procedural requirements.
• Maintain an updated database of germplasm movement records.
• Manage the processing of KeMHPIS documents, oversee DHL shipments and logistics clearance, and coordinate with procurement to ensure seamless execution.

Grants and Financial Management

• Subgrant Management.
  • Draft and upload subgrant agreements on SGM and ICERTIS platforms.
  • Maintain an updated Subgrants Tracker.
  • Upload partner documents for payments.
  • Notify partners of payments and track confirmation of receipt.
  • Donations Management.
  • Coordinate donations, ensuring proper documentation and alignment with applicable
    project goals.

Asset Management.

• Maintain the DCP ESA assets register, ensuring accurate records of storage, maintenance,
  and usage.
• Coordinate periodic audits to ensure accountability.

Knowledge Management

• On-line information repositories.
  • Lead and manage the upload of critical project information on platforms such as Teamwork and PMP.
  • Support the program Manager to develop and oversee a detailed calendar of critical
    project milestones and necessary follow-ups.

Program and Team Support

• Provide clerical support to the ADCIN Steering Committee, including documentation, meeting organization, and communication follow-ups.
• Maintain an organized repository of ADCIN documentation for easy access.
• Support DCP scientists:
  • Raising purchase requisitions (PRs).
  • Organizing internal team meetings.
  • Processing non-HSBC (credit card) expenses.
  • Ensuring timely documentation and follow-up on action points from meetings.
• Teamwork: contribute to DCP’s Admin Team success by learning new tasks, rotating responsibilities, covering for each other during leaves, etc.

Documentation and Knowledge Management

• Post and maintain breeding team, Subgrants, Procurement, ADCIN, Donations, Assets, SMTAs, and other documentation on DCP Teams to ensure accessibility and proper knowledge management.
• Implement a structured folder system to enhance document retrieval efficiency.

Requirements for Administrative Assistant:

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
• At least 3 years of experience as an administrative assistant or similar role, preferably in an international or non-profit organization setting.

Personal attributes and competencies

• Proficient in MS Office Suite (Word, Excel, PowerPoint) and familiar with administrative
  management systems and cloud-based platforms.
• Strong organizational and time management skills with the ability to multitask.
• Strong communication skills, both verbal and written, in English; Swahili is desirable.
• High level of discretion and confidentiality.
• Ability to work effectively in a multicultural team environment and under tight deadlines.
• Ability to work independently and well within teams.

Career Advice for Administrative Assistant(s)

As an Administrative Assistant, you are pivotal in ensuring the smooth operation of daily office activities. To excel and advance in this role, consider the following actionable strategies:

1. Enhance Technological Proficiency
Stay updated with essential software tools such as Microsoft Office Suite, Google Workspace, and project management platforms like Trello or Asana. Proficiency in these tools can significantly improve efficiency and productivity.

2. Strengthen Communication Skills
Effective verbal and written communication is crucial. Develop the ability to convey information clearly and professionally, whether drafting emails, preparing reports, or interacting with clients and colleagues.

3. Master Time Management and Organization
Efficiently managing multiple tasks and deadlines is a core aspect of your role. Utilize tools like digital calendars and task lists, and prioritize tasks to ensure timely completion of responsibilities.

4. Pursue Continuous Learning
Engage in professional development opportunities such as workshops, online courses, or certifications in office administration. This not only enhances your skill set but also demonstrates a commitment to your career growth.

5. Cultivate Professional Relationships
Building strong relationships with colleagues and supervisors can lead to a more collaborative work environment and open doors for advancement opportunities. Networking within and outside your organization can also provide valuable insights and support.

Salary Approximation: In Kenya, Administrative Assistants typically earn between KES 40,000 to 84,000 per month, depending on experience, industry, and organization size.

By focusing on these areas, you can enhance your performance, contribute more effectively to your organization, and position yourself for future career advancement.