Administrative Assistant, Office of the CEO

World Agroforestry
World Agroforestry

Administration

Nairobi, Kenya

Posted on Sep 10, 2026

About Us

CIFOR & ICRAF in action

Landscape Alliance transforms science into action, unlocking the power of trees, forests and agroforestry landscapes to advance planetary health and human well-being. It is the shared operating name of the Center for International Forestry Research (CIFOR) and the International Centre for Research in Agroforestry (ICRAF), two independent International Organizations and CGIAR Research Centers working together through a common strategy, governance and leadership structure.

CIFOR and ICRAF bring together decades of scientific leadership in forests, trees, agroforestry, biodiversity, climate, food systems and livelihoods. CIFOR, headquartered in Bogor, Indonesia, advances research on forests and landscape management to inform policies and practices that improve human well-being, protect the environment and increase equity. ICRAF, headquartered in Nairobi, Kenya, harnesses the benefits of trees for people and the environment, generating knowledge that helps governments, development partners and farmers make farming and livelihoods more sustainable.

Overview

The Administrative Assistant provides dedicated administrative, financial, systems, and operational support to the Executive Assistant to the CEO and the wider Office of the CEO (OCEO). Working under the Executive Assistant, the role ensures that day-to-day administrative transactions, system submissions, budget tracking, correspondence, and event logistics are executed accurately, on time, and in line with Landscape Alliance policies, freeing the Executive Assistant to focus on higher-level strategic and CEO-facing responsibilities.

Job Description

1. Systems, Travel and Procurement Submissions

  • Prepare, submit, and track Travel Authorizations (TAs), Travel Expense Claims (TECs), Requests for Payment, and Requests for Purchase in MyTree and other corporate systems on behalf of the CEO, Executive Assistant, and OCEO staff.
  • Coordinate with the in-house travel desk and external providers on bookings, itineraries, and accommodation for the CEO, OCEO staff, consultants, and invited guests, including visa requests and reimbursements.
  • Process consultancy contracts and invoices, and initiate procurement for OCEO supplies, services, and equipment, following up with HR, Finance, and Procurement until closure.
  • Maintain trackers of all submissions, approvals, reference numbers, and outstanding actions; flag bottlenecks to the Executive Assistant.

2. Finance and Budget Support:

  • Support the preparation, tracking, and record-keeping of the OCEO budget, including inputs into the annual plan of work and resource allocation through the year.
  • Compile and reconcile accounting claims, expense reports, and supporting documentation; facilitate monthly budget updates with the Finance team.
  • Monitor OCEO costs and expenses (equipment, travel, operating costs) and flag variances against budget.
  • Manage the unit petty cash, ensuring proper documentation and reconciliation.

3. General Administrative Support, Correspondence and Signatures

  • Draft, format, and proofread outgoing correspondence on behalf of the OCEO, including letters, invitations, internal memos, and routine communications.
  • Manage the CEO's signature workflow: prepare and verify supporting documentation for review and signing, route signed documents appropriately, and maintain records of signed items.
  • Log all incoming invitations to the CEO and OCEO in a central tracker; circulate to the Executive Assistant and Chief of Staff for triage, and follow up on RSVPs and responses.
  • Manage the issuance and recording of OCEO reference numbers and maintain an organized document filing system (physical and digital).
  • Order and manage office stationery, supplies, and equipment for the OCEO; oversee maintenance and supervise cleaning and office upkeep as required.

4. Meeting, Event and Visitor Logistics

  • Provide logistical support for CEO-hosted meetings, retreats, conferences, and events, including room reservations, audiovisual setup, catering, and materials.
  • Coordinate access, reception, and hospitality for CEO visitors and OCEO guests.
  • Assist the Executive Assistant in compiling meeting briefing packs and follow-up notes.

5. Other Responsibilities

  • Act as a back-up to the Executive Assistant on selected administrative and system tasks during high workload, travel, or leave, within the boundaries set by the Executive Assistant.
  • Identify and mitigate potential risks within the work area.
  • Take reasonable care of own occupational health and safety and that of others as obliged by CIFOR-ICRAF's Occupational Health and Safety Policy and cooperate with CIFOR-ICRAF in complying with requirements under any statutory health and safety provisions of relevant country laws.
  • Any other duties as may be required by the Executive Assistant or the OCEO.

Requirements

  • A relevant university degree in Business Administration, Finance, Accounting, Office Management, or a related field, or equivalent qualifications and experience.
  • At least 2 years of professional administrative, finance, or operations support experience, preferably in an international or multicultural working environment.
  • Excellent command of English, both written and spoken
  • Preferred: Demonstrated experience processing travel authorizations and expense claims, procurement requests, and financial transactions in an enterprise system (e.g., MyTree, ERP, or similar).
  • Preferred: Working knowledge of budget tracking, expense reconciliation, and basic financial reporting.
  • Strong computer skills in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
  • Familiarity with CGIAR or international NGO administrative procedures is an asset.

Education, Experience and Technical skills

•A relevant university degree in Business Administration, Finance, Accounting, Office Management, or a related field, or equivalent qualifications and experience. •At least 2 years of professional administrative, finance, or operations support experience, preferably in an international or multicultural working environment. •Excellent command of English, both written and spoken •Preferred: Demonstrated experience processing travel authorizations and expense claims, procurement requests, and financial transactions in an enterprise system (e.g., MyTree, ERP, or similar). •Preferred: Working knowledge of budget tracking, expense reconciliation, and basic financial reporting. •Strong computer skills in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams). •Familiarity with CGIAR or international NGO administrative procedures is an asset.

Personal Attributes and Competencies

•High level of integrity, discretion, and commitment to confidentiality. •Strong attention to detail and accuracy; proactivity and ability to anticipate needs. •Ability to work independently and manage multiple priorities under tight deadlines. •Strong service orientation, courtesy, and tact. •Ability to collaborate with people of different professional categories, national, and cultural backgrounds. •Flexibility to respond to changing requirements. •Good interpersonal and communication skills.

Terms and conditions

•This is a Locally Recruited Position (LRS). Landscape Alliance offers competitive remuneration in local currency commensurate with skills and experience. •The initial appointment will be for two (2) years, with a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources. •The position is based in Nairobi, Kenya Landscape Alliance Offices.

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