Back Administrative Assistant

This is a hybrid position requiring 8 days per month in our Nairobi office. Existing work authorization is required at the time of application submission. WRI is unable to sponsor any visa work sponsorship for this position.

About the Program:

Our vision for Africa is an inclusive transformation so Africa’s people and landscapes flourish. WRI Africa generates actionable knowledge across three strategic pillars: vital landscapes, thriving and resilient cities, and institutional and economic transformation. The WRI Operations team supports the crucial front-line work of the organization, directly interacting and working with donors, partners, government agencies, statutory bodies, trustees, vendors, and consultants in fielding their inquiries, providing support at all fronts, and solving problems. The Operations team provides support so that programs can be implemented without any hurdles and the program staff can develop high quality research documents, plans and implement the programs at the field level. The WRI Operations team strives for operational excellence across all functions starting with the recruitment, retention and management of WRI’s staff, our most important asset. We manage our endowment, the contributions entrusted to us, and our facilities in ways that are in line with our values and advance our mission. We maintain strict budgetary planning and financial controls to ensure that all contributions are managed in compliance with donors’ wishes.

Job Highlight:

Reporting to the Administration and Operations Manager, Africa, you will work with the Operations team, providing support related to front desk management, office administration, procurement tasks, office utilities and supplies arrangements for the Kenya office. You will support and work collaboratively with managers, program staff, building administration, and liaise with government agencies.

What will you do:

Administration (50%):

• Front desk management: Welcome all WRI Kenya visitors and partners in a professional and friendly manner. Direct visitors to the appropriate person or department. Answer and route phone calls promptly and accurately
• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Provide assistance to create reports on expenses and office budgets on a regular basis
• Handle petty cash payments according to the organization policies
• Manage correspondence (including letters, emails and packages)
• Provide support on the planning and execution of events in coordination
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage

  Logistics and Procurement (30%):

  • Provide updates on asset management register for all company assets (furniture, computer, laptops, etc.)
  • Maintain accurate logistics records and provide regular reports to relevant team members
  • Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
  • Coordinate with the Administration Manager on procurement of capital equipment, goods and services
  • Provide support to maintain and update supplier information and vendor contracts on the database
  • Maintain good supplier relations and assist with contracting

    Travel and Immigration (20%):

    📚 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!

    • Provide support in processing work permits for international staff and maintain accurate data
    • Facilitate the management and administration of schedules and logistics for all visitors
    • Provide support in visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).Any other related responsibility as may be assigned

      What will you need:

      • Education: You have completed a bachelor's degree in business administration, finance or a related field
      • Experience: You have a minimum of 3 years of full-time relevant work experience, preferably with an international NGO
      • Experience in front office management
      • Experience in procurement processes and requirements
      • Experience managing administrative processes
      • Experience in maintaining office facilities
      • Experience in processing work permits
      • Experience creating reports related to budgeting and expenses
      • Proficient in Microsoft Office (Word, Excel, Access, and PowerPoint)
      • Experience organizing international events and workshops will be an added advantage
      • Languages: You are proficient in written and spoken English
      • 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 required cover letter by the date of 23 August 2024. We are unable to consider your application without a cover letter.

        You must apply through the WRI Careers portal to be considered.

        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:

          Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.

          The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.