Administration

• Offer administrative support to IRD staff, partners, and students to ensure management efficiency.
  
• Ensure appropriate and timely handling of correspondence in English and French
  
• Maintain office calendar and arranges meetings to ensure smooth workflow.
  
• Prepare memos, reports, and minutes for all meetings to ensure quality, including disseminating those documents to the relevant individuals.
  
• Translate or have documents (emails, short letters) translated into English and/or French to the understanding of all concerned.
  
• Communicate routine and some non-routine information pertaining to the work of the organization.
  
• Maintain an efficient filing and easy document retrieval system for the representation.
  
• Ensure proper handling and confidentiality of sensitive information in order to adhere to organizations policy.
  
• Diffusion of information within and outside the organization.
  
• Events organization, facilitate meetings, both internal and external.
  
• Update database: e.g. mission list, contact list, student list.
  
• Update standard operating and administrative procedures for IRD staff and partners in East Africa.
  
• Offer project management support as required.
  

Mission and travel

• Register agents on mission to the IRD mission portal and draft their travel orders.
  
• In charge of organizing travel (flight booking, visa information, airport transfers, hotel bookings) for IRD staff and partners.
  
• Contribute to ongoing improvement and efficiency of IRD travel policies and processes.
  

Human resource.

• Offer human resource services to staff and partner satisfaction
  
• such as support in the onboarding process for new IRD agents based at the Kenya office.
  
• Ensure the management and administrative follow-up of absences and annual leave of IRD staff.
  

Procurement.

• Affordable procurement (air tickets, accommodation, office and field equipment) that saves the organization time and money.
  
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
  
• Arranges for the purchase and timely distribution of office supplies.
  

Supervisory role to the IRD driver.