Key duties & responsibilities

Clerical Work

• Manage  the front desk, and provide acccess and direction to IITA visitors
• Manage students’  office access keys and register
• Keep custody of all IITA offices spare keys
• Participate in coordination of security related matters.
• Running general office errands – bill payments, official document delivery etc.

Procurement duties

• Facilitate the procurement process ensuring that the IITA procurement rules are respected in identifying suppliers and sourcing for quotations.
• Process LPOs via the oracle moduleand share the same with the suppliers.
• Coordinate shipping of equipment, goods and supplies and liaise with stations on delivery of goods.
• File all procurement documents
• Compile monthly procurement reports

Administration duties

• Assist in coordination and liason with icipe on immigration related matters
• Assist in coordinating administrative matters
• Maintenance of the mailing/contact list for the coordination office
• Maintain a Logbook of general incoming and outgoing correspondence and ensuring and recording of follow-up actions done.
• Assist in coordinating travel arrangements for IITA staff, collaborators and visitors (tickets, airport transfers, visas, hotels, etc.)
• Setting up of meeting rooms and meeting facilitation.
• Assist in event organization such as Conferences, Science Meetings, Project Meetings and Team Meetings in close coordination with the Administrative Coordinator.
• Coordinate general housekeeping at the office premises to ensure that the office is safe and clean at all times and follow up on all maintainance needs.
• Participate in inventory counts and fixed assets verifiction as may be requested from time to time.

Requirements

Required qualifications and experience

• Bachelor’s in administration, Procurement or other relevant subject with proven experience in office administration and supply chain management.
• At least 2 years of relevant work experience in a closely related field gained in an international organization.
• Basic computing skills with knowledge of MS Office applications
• Good written and oral communication skills
• Good knowledge of English Language