The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. CIFOR-ICRAF is looking for a
Administrative Officer- Nairobi
Overview Holder of this position will be responsible for handling administration and finance support for projects and logistics within the Office of the Chief Scientist and the Agroecology TPP.
Duties and responsibilities 1. Co-ordination: Co-ordinate Human Resource Contract Approval across themes. Coordinate budget verification of contract requests with FSU. Follow-up timely renewal of contracts with HR. Coordinate processing of consultancy contracts, casual contracts, and Student Letters of Agreement. 2. Project Finance and Administration: Support the preparation and submission of budgets and financial reports, both at project and institutional levels and monitoring of expenditure in liaison with FSU. Working with Project Management Unit (PMU), Financial Services Unit, Resource Mobilization Unit to review proposals, budgets, and processing Letters of Agreement Submission of donor/partner invoices and following up with FSU to ensure timely payment. Organize and facilitate payment of consultancy invoices, casual payments and reimbursements claims. 3. Project Management: Manage grant records and documentation through digital platforms (e.g., MS Teams, OneDrive), ensuring common standards are maintained across all unit’s projects. Support the development and regular updating of a monitoring dashboard for the unit, keeping track of: common key performance indicators across all the portfolio, such as budget burn rates, reporting compliance, and funding pipeline; as well as Ensure high quality and transparent communication with project managers, enabling teams, partners, consultants, and service providers. 4. Workshops and Travel: Coordinate logistical matters related to the organization of meetings, workshops and other project or institutional events, including virtual ones, as well as official travel. This comprises liaising with Travel, Operations, ICT, and other units, as well as with external service providers to, where applicable, book flights; arrange for accommodation, catering, translation / interpretation, payment of mission advancements and per diems, provision of equipment; prepare and/or disseminate background materials; book and record virtual meetings, take minutes of meetings among other related activities. Coordinate travel bookings, requests and expense claims for Office of Chief Scientist and Agroecology TPP staff in liaison with the ICRAF travel office and finance unit. Coordinate fieldwork activities including advance requests, accommodation requests and other logistical support. Make payments and account for workshop expenses. Book meeting facilities. Participate in select missions (e.g., for organization of events) as required. 5. Procurement and Operations: Oversee and facilitate procurement of office and scientific equipment and supplies. Oversee office operations to ensure a smooth workflow. 6. General Administration: Manage Chief Scientist travel itinerary. Monitor usage of project vehicles Handle requests and enquiries from staff Perform other tasks as may be requested by the supervisor. Requirements Bachelor’s degree in business or public administration, project management, accounting, or related fields. Certified Public Accountant (CPA) Desirable post-graduate degree or training on related fields. Minimum 5 years of relevant experience with international organizations (public or private) Desirable experience with financial management, budget planning, accounting and/or auditing.
Education, knowledge and experience
- • Bachelor’s degree in business or public administration, project management, accounting, or related fields. • Certified Public Accountant (CPA) • Desirable post-graduate degree or training on related fields. • Minimum 5 years of relevant experience with international organizations (public or private) • Desirable experience with financial management, budget planning, accounting and/or auditing.
Terms and conditions
- • This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience. • The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices
Application process The application deadline is 31 Aug-2023
We will acknowledge all applications, but will contact only short-listed candidates.