Back Administration Officer

This is a hybrid position which requires 8 days per month in the office. You can be based in our office in Nairobi. Existing work authorization is required at the time of application submission as WRI is unable to sponsor visas for this position.

About the Program:

The Managing Director (MD) for Partnerships & Africa, Executive Office oversees the development and implementation of an institutional-wide partnerships strategy that is ambitious, aligned, focused, and delivers measurable results in support of WRI’s global people, nature, and climate goals, which we cannot achieve alone.

You will be part of a fast-evolving interdependent team in WRI’s Executive Office, who collectively support a large global organization through turbulent and exciting times that requires full attention, flexibility, an openness to change and a positive and embracing approach.

Job Highlight:

You will help drive the efficiency and effectiveness of the office by managing cross-cutting administrative functions, facilitating smooth internal operations, and supporting the delivery of internal and external engagements, meetings and high-level events. This role calls for a resourceful, detail-oriented professional who can anticipate needs, manage complexity, and uphold the standards of a globally engaged leadership office. You will integrate equity into your work.

You will report to the Managing Director Partnerships & WRI Africa and will work closely with the Strategic Assistant and the Senior Advisor to the MD.

What you will do:

Conference, Events, Meetings & Engagements (50%):

• Support smooth execution of the Managing Director's participation in external events, meetings and engagements through planning logistics and outreach e.g. the Africa Climate Summit, G20, COP30 etc.
• Organize and prepare for business travel, including hotel and flight bookings, flight check-in, pre-travel paperwork, visas and other requirements (e.g., medical testing or vaccinations) and creating detailed itineraries
• Manage meeting venue reservations, registrations, coordination of badge collection, taxi and transfer reservations and coordination
• Manage correspondence for logistical information including the development and design of event information packs
• Liaise with point of contact persons to coordinate logistical details of internal/external events
• Coordinate and manage speaker, key guests and participant logistics, M&IE, per diem
• Coordinate the design and printing of documents, posters, e-fliers and required material for meetings and events
• Support the smooth execution of events, meetings, and workshops convened by the Managing Director by coordinating both virtual and in-person logistics for domestic and international engagements. This includes venue reservation and management, registrations, supplier sourcing, procurement, catering, equipment, translators, travel, and visa arrangements
• Coordinate event participant travel, accommodation, and per diem support, including proper documentation and compliance
• Ensure all necessary secretariat materials, presentations, and documentation are prepared for events e.g. meeting and registration documents, business cards, name tags, stationery
• Set up and prepare meeting rooms for meetings including the audio-visual equipment, refreshments, and material required for the meetings
• Assist in drafting letters, thank you notes and trip reports for events, meetings and workshop engagements
• Support the Strategic Assistant and Strategic Advisor on administrative and operational matters

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Office Operations & Process Management (30%):

  • Maintain an updated contact database of key stakeholders and partners
  • Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
  • Maintain records, databases, and filing systems for easy access to information
  • Ensure compliance with internal administrative policies and procedures
  • Management and storage of MD assets including event material
  • Coordinate and schedule team meetings and assist in coordination of team’s planning process e.g. brown bags
  • Liaise with designers to design documents, e-fliers, power point slides and required material
  • Process contracts, requests for proposals, and other formal documentation for various initiatives

    Expenses & Payments Administration (20%):

    • Manage and process expenses including credit card expenses, travel M&IE, per diem
    • Process invoices for payment including supplier and consultant payments
    • Process the MD's timesheets
    • Ensure proper documentation and filing of contracts, agreements, and administrative records
    • Support finance teams with the Executive Office budget management.

      What you will need:

      • Education: You have a completed bachelor’s degree in in a relevant field such as Business Administration, Office Management, International Relations, Public Administration, or a related discipline. Relevant work experience is accepted in lieu of a degree
      • Experience: You have 3+ years full-time relevant work experience in an administrative or executive assistant role
      • Experience in travel management, events and meeting management (virtual and in-person)
      • Experience working with Microsoft Office (Word, Excel, Access, PowerPoint, Teams), Sales Force, meeting applications such as Zoom and MS Teams
      • Languages: Proficiency in verbal and written English, additional language skills are a plus
      • Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization.

        Potential Salary:

        Salary is commensurate with experience and other compensable factors.

        How to Apply:

        Please submit a resume with a cover letter by 19 May 2025. You must apply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.

        What we offer:

      • A competitive salary
      • Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
      • The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities
      • A workplace that strives to put diversity and inclusion at the heart of our work
      • The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
      • Commitment to hybrid working model with flexible working hours
      • Generous leave days that increase with tenure.

        About Us: