Administrative Associate I at ILRI

Key Responsibilities:

The Administrative Associate I Duties include, maintaining calendars, schedules, and handling daily administrative tasks related to basic finance, procurement, logistics, and transport services to support team objectives. The role involves distributing information, collaborating with IWMI and ILRI units to align services, maintain contractor contracts, and organizing logistics for visitors and events to ensure seamless communication and execution

Specific duties include but are not limited to:

• Maintain and monitor calendar and schedule of activities and assignments for the team lead and organize meetings for team members to ensure timely implementation of activities.
• Execute daily operational administrative tasks related to procurement, logistics, contracts and payments, including handling requests for IT, work orders, purchase orders, office supplies, meetings, visit requests, agreements, contracts, and communications materials to enable efficient completion of team objectives.
• Review and prepare routine responses to queries/communications, and track follow-up to ensure timely responses and execution.
• Provide logistical and administration support in the organization of workshops, meetings and trainings to ensure smooth delivery of events.
• Distribute received information within the team, unit, or office and to other stakeholders as directed by supervisor to support efficient flow of internal communication and external relations, drafting business correspondence, documents and other written narratives.
• Collaborate and communicate with relevant ILRI departments and IWMI HQ, on, amongst others, complimentary staff appointments, budget concerns, procurement.
• Communicate and clarify requests and service details with collaborators, to ensure alignment and a seamless exchange of information and execution of tasks.
• Provide assistant to IWMI representatives in Kenya in managing external relations. Welcome and guide visitors, organizing logistics and schedules during their stay to ensure effective use of their time.
• Administer consultant requests, intern recruitment and contractor contracts by collaborating with offices, review deliverables, and process payments, ensuring adherence to policies and deadlines.
• Arrange logistical and travel plans for team members, visitors, and workshop participants, including handling visas, hotel bookings, and claims, to ensure efficient and timely execution according to policies, protocols and norms, recommending updates as appropriate.
• Submit routine reports and presentations in a timely manner to support team planning, inclusive of providing administrative support for carbon footprint, and sustainability data collection for the office. 
• Verify administrative documents ensuring that information is correct to avoid delays and mistakes
• Maintain and regularly update shared folders, databases, and filing systems, recording and processing documents to ensure reliable record management.
• Maintain and update office supplies and asset inventory register to support proper asset management.

Requirements

• Diploma in business management, business administration, commerce, or a closely related discipline.
• At least 2 years of highly relevant experience in administrative functions with increasing responsibility.
• Experience in implementing administration and coordination processes, including scheduling meetings, tracking activities, and maintaining records.
• Hands-on experience handling payments, engaging with vendors, purchase requests, and travel arrangements for teams.
• Experience liaising with consultants, coordinating visitor logistics, and facilitating seamless information exchange.
• Fluency in English, both written and oral communication skills