Assistant to the Project Manager

ABOUT THE COMPANY

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.

JOB SUMMARY

RequirementsBachelor’s degree or Diploma in relevant fieldTwo years relevant experience with degree or five years relevant experience with diplomaGood understanding of methods, techniques and proceduresTechnical training in project management – desirableGood understanding of methods, techniques and proceduresEffective administrative skills Effective communication and writing skillsExperience in facilitating teamwork and collaboration across multiple functionsExperience working in an international organizationResponsibilitiesProject CoordinationMaintain project databases and filing systems to ensure 100% accuracy and accessibility, updated weekly.Collect and collate data for project documentation and reports, ensuring all deliverables are submitted by scheduled deadlines.Monitor daily project activities against work plans, ensuring at least 95% of tasks are completed on time each month.Facilitate project operations (procurement, recruitment, knowledge sharing), completing all tasks within agreed timelines.Communicate project information to relevant stakeholders with updates provided bi-weekly or as required.Research Team SupportSchedule and document lab meetings, seminars, and conferences and ensure minutes are circulated within 48 hours.Onboard new team members (scientists, students, technicians) by providing lab access, training records, and safety protocols within the first week of joining.Maintain team calendars and track deadlines for grant submissions and ethics approvals, sending reminders to the PI at least 1 week before each deadline.Financial and Grant AdministrationProcess purchase orders for lab supplies and track budgets to ensure spending remains within 100% of approved allocations.Support grant applications by compiling documents, formatting CVs, and ensuring compliance with donor regulations, with applications submitted on schedule.Reconcile project expenses (travel, fieldwork) and coordinate with finance teams to ensure monthly reconciliation is completed within 10 days of the end of travel / field trip.Communications and DocumentationDraft and edit reports, newsletters, and website content highlighting research outputs, with each report finalized within 5 business days of data receipt.Coordinate communications with collaborators by preparing agreements and MoUs, ensuring all documentation is completed before project start.Other DutiesPerform additional tasks as assigned, ensuring completion within agreed timelines and alignment with project objectives.

REQUIRED SKILLS

Planning, Communication, Project implementation, Ability to coordinate, Budgeting, financial planning, Project management, Project monitoring and evaluation (M&E)

REQUIRED EDUCATION

Bachelor's degree