Reference number: 202562
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
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 todayโs 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
Programme Administrative Assistant
Overview The Thrivelands Restoring Global Drylands and Livelihoods initiative is a global programme designed to accelerate sustainable land management and large-scale restoration across dryland regions of Africa, Asia, and Latin America. It supports governments, communities, and partners in building resilient landscapes, restoring degraded lands, strengthening knowledge systems, and mobilizing investments to unlock systemic change in drylands. To ensure the effective delivery of the programme, the team seeks a proactive and highly organized Programme Administrative Assistant to oversee key logistical and administrative components that enable smooth day-to-day operations, coordination, and knowledge exchange across teams and stakeholders. Purpose of the Role The Programme Administrative Assistant will provide critical support to the Thrivelands Programme team to ensure efficient administrative functioning, including travel and meeting logistics, procurement coordination, documentation, and stakeholder engagement. The Assistant will also support planning and logistical execution of multi-stakeholder events, consultations, and learning exchanges across regions.
Duties and responsibilities
1. Programme Administration:
Provide comprehensive day-to-day administrative support to the Thrivelands team, including scheduling meetings and tracking action points.Assist in the coordination and logistical arrangements for internal and external meetings, field visits, learning exchanges, workshops, and events.
Manage internal documentation systems, including meeting minutes, and filing key programme documents.
Support the Programme Lead and the team in the preparation of briefing materials, presentations, and background documents.
2. Event and Workshop Planning:
Work with the team to develop detailed logistical plans for capacity building workshops, cross-learning forums, youth engagements, and multi-stakeholder consultations.Provide on-site or virtual support during events, including participant registration, documentation, materials preparation, and feedback collection.
Support production and dissemination of event summaries, reports, and outcome documents.
3. Travel and Logistics Management:
Coordinate travel logistics (domestic and international), including flight bookings, accommodation, local transport, travel advances, and visa arrangements for staff and external stakeholders.Develop and maintain a travel tracker for the programme team, ensuring timely and accurate documentation of travel approvals and reports.
Liaise with procurement, operations, and finance teams to ensure travel-related expenses are processed and reconciled efficiently.
4. Procurement and Budget Monitoring Support:
Assist in drafting and reviewing requisitions for procurement of goods and services, including venue hire, catering, printing, and consultant contracts.Support budget tracking and reconciliation of programme activity expenditures in coordination with the programme coordinator and the finance staff.
Maintain an up-to-date administrative budget tracker and flag any budgetary issues requiring action.
5. Stakeholder Engagement Support
Assist in the logistical preparation and documentation of stakeholder consultations, partnership meetings, and co-design sessions in support of programme activities.Maintain updated contact lists and communication records with government officials, community representatives, development partners, and other collaborators.
Support the organization of virtual and hybrid meetings, ensuring appropriate tools and platforms are set up, and that participants have all needed materials in advance.
Requirements
Bachelorโs degree in business administration, project management, international development, environmental studies, or a related field.At least 3 years of relevant experience in an administrative or programme support role within an international development, research, or environmental organization.
Demonstrated experience in travel logistics, meeting coordination, and event organization.
Strong organizational skills and attention to detail.
Excellent interpersonal and communication skills; comfort interacting with senior-level stakeholders.
Ability to multitask and work effectively under pressure, often in complex and fast-moving environments.
Proficiency in Microsoft Office Suite and virtual meeting tools (Zoom, Teams, etc.); familiarity with procurement or administrative systems (e.g., SAP, SharePoint) is an asset.
Education, knowledge and experience โข Bachelorโs degree in business administration, project management, international development, environmental studies, or a related field.
โข At least 3 years of relevant experience in an administrative or programme support role within an international development, research, or environmental organization.
โข Demonstrated experience in travel logistics, meeting coordination, and event organization.
โข Strong organizational skills and attention to detail.
โข Excellent interpersonal and communication skills; comfort interacting with senior-level stakeholders.
โข Ability to multitask and work effectively under pressure, often in complex and fast-moving environments.
โข Proficiency in Microsoft Office Suite and virtual meeting tools (Zoom, Teams, etc.); familiarity with procurement or administrative systems (e.g., SAP, SharePoint) is an asset.
Terms and conditions โข This is a Locally Recruited Position (LRS). CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
โข The initial appointment will be for two (2) years, with a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
โข The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.
Application process The application deadline is 17 Sep 2025
We will acknowledge all applications, but will contact only short-listed candidates.
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