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International Livestock Research Institute (ILRI)    |   Nairobi, Kenya   |   Log in or register to see the closing date

Senior Administrative Assistant

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Temporary
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Job Summary

The International Livestock Research Institute (ILRI) seeks to recruit an Administrative Assistant on behalf of International Rice Research Institute (IRRI) to provide overall day to day secretarial and administrative support to the Regional Representative and all unit employees /department.

The International Livestock Research Institute (ILRI) works to improve food and nutrition security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centers dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional and country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa.


  1. Coordinate and monitor all administrative activities in the office in lines with his/her supervisor roles
  2. Manage on-line systems, procedures, administrative clearances and facilitate procurement of laboratory equipment, office and other research supplies
  3. Ensure that projects are in compliance with donor regulations
  4. In collaboration with the finance staff, review and analyse budgets and take necessary steps to ensure proper management and utilization of project budget
  5. Oversee management and maintenance of up to date documentation related to projects (approvals, monitoring and implementation) in both hard and soft copies.
  6. Ensure effective liaison with the external and internal stakeholders and ensure fast and regular flow of information and appropriate communication related to all administrative aspects
  7. Manage the meetings and appointments of his/her supervisor and all relevant project staff, write minutes and support the preparation of presentations as required
  8. Coordinate logistics for training's, meetings, workshops and conferences inside and outside IRRI
  9. Ensure timely and quality preparation of project reports, and other related reports needed/required by the local government, donors, or headquarters as per the reporting schedule
  10. Monitor the accounting of budgets for both core and special projects to ensure an up-to-date record
  11. In collaboration with Finance staff, duly notify the respective Globally Recruited Staff (GRS) and fund accountant for any discrepancies, initiate reclassification of expenses and realignment of funds as needed
  12. Process requests related to IT, work orders, meetings, visit requests, inventories and material requests related to research and publications and request for personnel
  13. Maintain databases, filing systems, data records both in online (OCS software) and offline to ensure ease of access to relevant and important information for easy retrieval of data.

General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Temporary
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required skills: Stakeholder communication; Reporting; Office administration, management; Supervision; File management and data back-up; Logistics planning and management; Stock and inventory management
Required languages: English (Spoken: fluent | Written: fluent)

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International Livestock Research Institute (ILRI)

Agriculture, fishing, forestryCompany size: 1000+ people

The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock. ILRI is a CGIAR research centre – part of a global research partnership for a food-secure future.

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