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Bilingual Administrative Assistant- IRD

Center for International Forestry Research

Center for International Forestry Research

Administration
Nairobi, Kenya
Posted on Friday, August 30, 2024

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.