Administrative Officer

The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. CIFOR-ICRAF is looking for a

Administrative Officer

Overview Facilitate administrative and operational processes at AFF, including innovation on systems to improve efficiency and cost-effectiveness of the administrative operations, with the aim of achieving AFF’s mandate and strategic objective.

Duties and responsibilities 1. Administration. · Facilitate administrative aspects related to organization and execution of international and national meetings, workshops, and conferences. · Facilitate administrative aspects of convening the AFF GC meetings including preparing the documentation required by its committees. · Facilitate the procurement process of all office supplies and acquiring of essential services, including consultancies. · Under the guidance of the Executive Secretary, facilitate the convening of staff meetings and document the proceedings of such meetings. · Coordinate with the Protocol office in managing all protocol issues and requirements for AFF staff. (Visas, licences, permits, courtesy matters). · Coordinate with the ICT unit to provide services and support required by AFF staff. · Maintain AFF’s assets register with close consultation with the laid down procedures. i.e., replacements and disposal of obsolete assets. · Ensure a safe, professional and conducive work environment that supports high performance for AFF staff. · Coordinate additional office space and facilities requirements with the ICRAF Operations department. · Facilitate room bookings for AFF staff planning and coordination meetings. · Facilitate gate passes for AFF guest. · Any other tasks as may be directed by the Executive Secretary 2. Finance. · Offer support in the preparation of activity budgets and facilitate their prompt processing, implementation; in addition to ensuring that activity reports are in line with the expenditures and programme financial expenses and are consistent with allocated budget lines. · Initiate and follow up consultants’ payments upon confirmation of deliverables by Project Managers. · Work with Project Managers and the Finance and Administrative Assistant in preparing field budgets for recruited experts, for which advances will be issued to the experts to facilitate field activities. · Team up with the Finance and Administrative Assistant in clearing DSAs advanced to experts for field work, as well as in processing reimbursements due to them. 3. Human Resources. · Internal orientation and induction programme for new staff. · Handle or accelerate the various employee issues as directed by the Executive Secretary · Support Executive Secretary in handling issues related to grievances and discipline at work and prepare documentation for relevant organs. · Plan activities and implement logistics for staff welfare programs and team building initiatives. 4. Project Coordination/ Support. · Provide necessary inputs to project reports and prepare necessary documentation. · Offer support within the Finance and Administrative Unit in ensuring timely disbursement of funds to collaborating partners in the programme operational areas. · Facilitate field missions and other stakeholder engagements. Requirements Bachelor’s degree in business administration or a related field. Knowledge and experience in basic accounting, financial management and project management is required. Up to 5 years of consistent, proven, work experience as an Administrative Officer, Administrator, or similar role, in a related working environment. Solid knowledge of office procedures. Experience with office management software like MS Office (MS Excel, MS Word and MS power point). Good experience in interacting with people of different backgrounds, nationalities, and cultures.

Education, knowledge and experience

• • Bachelor’s degree in business administration or a related field. • Knowledge and experience in basic accounting, financial management and project management is required. • Up to 5 years of consistent, proven, work experience as an Administrative Officer, Administrator, or similar role, in a related working environment. • Solid knowledge of office procedures. • Experience with office management software like MS Office (MS Excel, MS Word and MS power point). • Good experience in interacting with people of different backgrounds, nationalities, and cultures.

  Terms and conditions

  • • AFF and ICRAF are equal opportunity employers and offer a collegial and gender-sensitive working environment, and we strongly encourage applications from qualified women. This position is remunerated on Local Terms. • The appointment will be for an initial period of two (2) years, subject to a six (6) months’ probation period. • The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.

    Application process The application deadline is 31 Oct-2023
    We will acknowledge all applications, but will contact only short-listed candidates.