ICIPE Administrative Assistant Jobs in Kenya

ICIPE Administrative Assistant Jobs in Kenya

Overall Purpose of the Job

The Capacity Building Administrative Assistant plays a key supportive role in the administration and monitoring of the icipe postgraduate and training programmes.

Specific Duties

  • Support the development and improvement of data collection processes, data entry into databases, and analysis.

  • Collate feedback and learning to support monitoring and evaluation for effective capacity building and quality improvement.

  • Provide regular feedback and reports on the status of monitoring.

  • Carry out administrative tasks to support the delivery of postgraduate and other training

  • Support in coordination of training courses, workshops and meetings (manage logistics, travel,
    accommodation, budgets and payments, invitations, workshop materials, etc.).

  • Support in coordinating meetings of the CBIS, including preparing documentation and taking minutes, and following up on action points with relevant parties.

  • Provide information for updating the icipe website on capacity-building activities.

  • Prepare and share information relevant to capacity building through various media.

  • Support students’ welfare.

  • Creates and manages electronic and manual filing systems, and maintain and update files and records, archiving and storage.

  • Maintains a database of key contacts for the Programme.

  • Handles maintenance of office assets and keeps an inventory of equipment, vehicles, and procured supplies.

  • Responds to routine correspondence, and handles e-mail, telephone communication, requests,
    inquiries and other communication systems and processes to appropriate parties.

  • Assists with project staff travel arrangements and logistical support in conjunction with the relevant units, including handling of travel requests and travel expense reports, accommodation, and travel advances.


  • A diploma in administration, monitoring and evaluation, project management or related field.

  • A bachelor’s degree in a relevant field would be
    an added advantage.

  • At least 2 years of relevant experience, preferably with a focus on project administration and monitoring in a multidisciplinary and multicultural environment at an international NGO or research organisation.

  • Finance or Accounting knowledge is an added advantage.

  • Knowledge of basic French is an added advantage.

  • Advanced skills in MS Office, especially Outlook, Word, and Excel.

  • Experience working in an international organization.

  • Excellent numeracy skills, including ability to prepare reports in table and chart formats.

  • Confident, effective communicator with good writing and verbal skills.

  • Experience with use of databases for project management.

    Other Desirable Attributes

  • Effective administrative skills.

  • Excellent planning and organisational skills, and ability to determine priorities and attention to detail.

  • Ability to efficiently organise logistics for meetings and workshops.

  • Effective communication and writing skills.

  • Experience in facilitating teamwork and collaboration across multiple functions.

  • Expected to analyse, solve problems and make decisions within own work area with approval
    from the supervisor.

  • Supervise tasks that are mostly routine in own activities.

  • Expected to handle travel imprest, make payments to participants and accountability for advances.

    How to Apply

    For more information and job application details, see; ICIPE Administrative Assistant Jobs in Kenya

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