Assistant II –Administration–IITA

ABOUT THE COMPANY

Climate change, biodiversity loss, environmental degradation, and malnutrition.
These four interconnected global crises have put at stake the wellbeing of our planet for years. Fueled by COVID-19, their impact on agriculture, landscapes, biodiversity, and humans is now stronger than ever.
Reversing this negative trend is a challenge, but also an opportunity for bold choices and integrated solutions.
Established in 2019, the Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) was created to address these four crises, maximizing impact for change at key points in the food system.

JOB SUMMARY

EducationBachelor’s degree in Business Administration, Office Management, or a related field.ExperienceMinimum of 2–3 years’ administrative or office management experience, ideally within an NGO, research institution, or international development organization.Experience with procurement and travel arrangements is highly desirable.Prior experience working in a donor-funded project environment is an added advantage.

RESPONSIBILITIES

Administrative SupportManage incoming and outgoing communications, including official emails, telephone calls, and correspondence for the Nairobi office.Draft, edit, and format letters, memos, minutes, and other official documents.Maintain organized physical and electronic filing systems in line with IITA policies.Support procurement processes by preparing requisitions, collecting quotations, liaising with vendors, and ensuring compliance with IITA procurement procedures.Track office supplies, stationery, and consumables; ensure timely replenishment.Support administrative documentation required for audits and internal reviews.Logistics and CoordinationCoordinate logistics for meetings, workshops, and events, including venue booking, participant invitations, refreshments, and documentation.Arrange travel logistics for IITA staff, visiting researchers, and consultants (flights, accommodation, transport).Support visa processing, airport pick-ups, and accommodation arrangements for visiting scientists and partners.Receive and guide visitors, ensuring a professional and welcoming office environment.HR and Office SupportSupport recruitment processes by arranging interviews, communicating with candidates, and preparing interview logistics.Maintain attendance, leave, and timesheet records for Nairobi-based staff.Assist in onboarding new staff, interns, and consultants by preparing orientation materials and coordinating orientation schedules.Support staff welfare and office initiatives as guided by the Station Administrator.

REQUIRED SKILLS

Reporting, Office administration, management, Business strategy, Logistics planning and management

REQUIRED EDUCATION

Bachelor's degree