ICIPE Project Assistant Jobs in Kenya for Diploma/Degree - Finance/Administration

ICIPE Project Assistant Jobs in Kenya for Diploma/Degree - Finance/Administration

icipe—International Centre of Insect Physiology and Ecology—is a world-class research centre with a mission to alleviate poverty by ensuring food security, improving health, protecting the environment and building the capacity of researchers and communities across the developing world through the application of insect sciences.

Employing close to 500 national and international staff, icipe is headquartered in Nairobi, Kenya with outposts in Ethiopia and on the shores of Lake Victoria in western Kenya.

icipe has a proud reputation and history of delivering world-quality science that has made crucial contributions to African food and health policy, delivered development outcomes to rural
communities, and has been at the forefront of building Africa’s biological research capacity.

The Centre’s research activities span the African continent with partnerships linking research organisations, not only across Africa, but also
the globe. In addition, 100–150 graduate students and a number of postdoctoral fellows contribute to icipe’s research portfolio annually.

icipe seeks to recruit a suitable person to fill the position of Project Assistant, Regional Coordination Unit (RCU) of the Regional Scholarship and Innovation Fund (RSIF).

The position is tenable in Nairobi at the icipe Duduville campus.

The position is for an initial fixed-term of 2 years, renewable, based on performance and availability of funds.

This is a nationally recruited position. A competitive compensation package will be offered to the right candidate.

Onlyshortlisted candidates will be contacted.

Job purpose

  • The governments of Kenya and Ivory Coast have since joined the initiative, while several others have expressed commitment to enter the partnership.
  • With funding from African governments, the World Bank and the Korean government, RSIF aims to support PhD training, and research and innovation in various African universities selected as centres of excellence in fields identified by PASET as priority economic sectors for growth and development, including food security, ICT and materials science.
  • A competitive grants scheme, RSIF has two components: (i) the general fund, which supports PhD training, research and innovation projects annually; and (ii) the permanent or endowment fund, whose return proceeds will become part
    of the general fund.
  • In July 2018, the International Centre of Insect Physiology and Ecology was appointed the Regional
    Coordination Unit (RCU) of RSIF.
  • The mandate of the RCU includes managing the two funds and supporting the capacity of the universities and partnering institutions to administer the PhD scholarships. The assignment also includes
    creating partnerships with governments, universities and national and international research organisations for research training, e.g. through sandwich training, to promote collaboration with and among the centres of excellence.
  • As well, the RCU will help introduce more African governments and other potential strategic partners to PASET to fund and to ensure continued continent-wide support.
  • Reporting to the RCU Project Support Officer, the Project Assistant will perform the primary goal of ensuring maintenance of project records and other administrative tasks in support of the project(s) in the Regional Coordination Unit (RCU), of the Regional Scholarship and Innovation Fund (RSIF).

    Specific duties

    Programme Management

  • Maintains database of key contacts for the Programme.
  • Handles maintenance of office assets and keeps an inventory of equipment, vehicles and procured supplies.

    Vacancy Announcement
    (Ref. No. Nrs/272/092018)

    Project Assistant

  • Prepares
    and maintains lists of staff, visiting scientists, consultants and students in the Programme.
  • Creates and manages electronic and manual filing systems, and maintains and updates files and records,
    archiving and storage.
  • Responds to routine correspondence, and handles e-mail, telephone communication, requests, enquiries and other communication systems and processes to appropriate parties.

    Proposal Development

  • Coordinates the planning and organising of internal and external meetings for proposal development and other events (e.g. folders and materials, registration forms, workshop programmes and name tags, follow up on payments and settlement of working advances, documentation and proceedings).
  • Responsible for making payment to the participants.
  • Maintains publications database.
    Project Planning
  • Tracks the activities as per the project work plan.
  • Supports the collection of documents required in drafting partner and donor agreements.
  • Keeps electronic and manual records for project agreements and other project documents.
  • Participates in preparing the annual budget.
  • Participates in meetings and assists in preparation of minutes.
  • Tracks information and document flow between the project’s other units – e.g. the Legal and Communications Units.

    Project Execution

  • Coordinates all 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.
  • Coordinates the preparation of programmatic meeting materials.
  • Receives accounting reports from partners and reviews them before submitting to supervisors for approval and thereafter to finance for review. Once the reports are approved, in liaison with the supervisor, initiates the process of replenishing the collaborating/partnering countries’ imprests and/or installments as per the agreement.
  • Maintains various databases, e.g. funds transferred to partners for ease of follow-up and reference when processing the requisitions and payments.
  • Follows up on any financial issues within the Programme that need clarification.
  • Collates materials for project reports.

    Project Closure

  • Coordinates the maintenance of documentation of all project assets and documents to facilitate project closure.


  • Diploma in Administration, Finance or a relevant field. A first degree will be an added advantage.
  • At least 3 years’ work experience in a business/project support role.
  • Project management training.
  • Experience working in an international organisation.

    Core competencies

  • Effective administrative skills.
  • Effective communication and writing skills.
  • Finance or accounting knowledge is an added advantage.

    Other desirable attributes

  • Experience in facilitating teamwork and collaboration across multiple functions.
  • This position reports to the RCU Project Support Officer.
  • The selected candidate should be available to start as soon as possible.

    How to Apply

    [Applications will be accepted up to 5th October 2018. Interested applicants should submit:]

  • a confidential cover letter;
  • detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers);
  • a statement illustrating suitability against the listed qualifications/competencies/abilities, and skills.

  • For more information and job application details, see; ICIPE Project Assistant Jobs in Kenya for Diploma/Degree - Finance/Administration

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