Key Responsibilities

Purpose

• Provide overall day to day secretarial and administrative support to the Office Manager and to all unit employees. Responsible for the daily activities needed to run IRRI-Africa’s Regional Office administration
• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail, shipments and invoices and direct them to the appropriate departments.
• Assist in organizing logistics for workshops, meetings and other events. Assist with visitors’ travel arrangements and bookings for flights, accommodation and local transport as requested.
• Photocopy, file 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 in ordering new/additional basic office supplies as needed.
• 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 the procurement of goods and services for the Kenya Country office and other Country offices in the region when needed.
•  Assist to prepare documents for visa applications, Travel and Miscellaneous Expenses (T&ME) for Kenya country office.
• Assist to facilitate the orientation and onboarding of new staff as well as offboarding staff.
• Coordinate with the Finance team to ensure suppliers are paid on time.
• Assist in maintaining the online office directory and photo depository for the region.
• Assist to update the regional calendar of events and follow up with the event owners for logistics arrangements.

Engagement

• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed.
• Reporting discrepancies he/she finds 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

Generic

• All documentation and arrangements are accurate and processed in a timely manner.
• Timely submission of reports and inventory

Requirements

• Diploma in business administration/management, project management
• At least two years relevant experience
• Demonstrated ability to multi-task
• Good oral and written communication skills -Fluency in written English
• Communicates status of work regularly and in a timely manner
• knowledge of MS Office (Word, Excel, PowerPoint)
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of office administration and procurement skills
• Demonstrated professional level of attention to detail and accuracy of work.