Job Detail

Job Description

Key Responsibilities  

Purpose

• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail and invoices and direct them to the appropriate services.
• Manage hotel reservations for visitors or staff as needed
• Assist with visitors travel arrangements and bookings for flights, accommodation and local transport as requested
• Tag assets and make reconciliation
• Photocopy and scan documents
• Manage meetings and appointments for the regional office and write minutes of the meetings as required
• Keep track of basic office supplies by maintaining inventory and assist to order new/additional basic office supplies as needed.
• Coordinate and facilitate requests related to IT, work orders, meetings, visit requests and materials for publications
• Assist in the application and processing of import and export permits for research and other materials.
• Assist in requesting for quotations for supplies and services and preparing bid analyses as required
• Assist in onboarding new IRRI Kenya staff
• Maintain office petty cash
• Process cash advance requests
• Keep a cash register, and record all cash in and check outs and the final balance at all times.
• Process staff cash advances
• Report discrepancies found within the accounts to his/her supervisor
• Make the cash reconciliation at the end of each day and produce the report at the end of the month.
• Preparation of Cash reconciliation reports
• Maintain staff Advance register
• Ensure Compliance with expenditure commitment procedures

Engagement

• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed
• Reporting discrepancies s/he find within the accounts to his/her supervisor
• Compliance with expenditure commitment procedures

Delivery

• Improve efficiency and dealing with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated in a professional and courteous manner.
• Cash reconciliation reports
• Advance register well maintained

Perform any other relevant duties as assigned by supervisor from time to time

Requirements

• Diploma in relevant field with two years' experience
• knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates status of work regularly and in a timely manner
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of accounting
• Good interpersonal skills and Good organizational skills

Post location: The position will be based in Nairobi, Kenya

Terms of Appointment

This position is at job level HG 10 and it is only open to Kenyan nationals. The position is a 2-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes pension, medical and other insurances.

How to apply: Applicants should send a cover letter and CV expressing their interest in the position, what they can bring to the role and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Director, People and Organizational Development by clicking on the "Apply Now" tab above on or before 20 November 2022. The position title and reference number REF: IRRI/11/2022 should be clearly marked on the subject line of the cover letter.

We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.

ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants' bank accounts.