World Agroforestry (ICRAF) – Administrative Officer.

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The position holder will be responsible for providing administrative and operational support to the Regional Office in Nairobi, Kenya.

Job Description

  1. Provide Administrative support in the running of the Regional Office.
  • Managing the diary of Regional Director (RD) and make travel logistics. Handle visitors’ appointments and phone requests and channel them to relevant staff.
  • Maintain the office records, filing of relevant official documents including Donor Grants, Sub Grant-Contracts, Partnership Agreements, hosting agreements, MOUs, etc.
  • Maintaining records of staff contracts, Consultants, Interns, etc. and keep records to track their renewal or termination on due dates in compliance with ICRISAT policies and labor laws.
  • Assist the RO in the recruitment process of new positions including liaising with ICRISAT HQ and ICRAF HR to seek for approvals of new positions, handling applications, providing support during interviews and induction of new staff.

2.              Communication

  • Follow up on office communications, including emails and approvals using the technique of prioritizing issues and make frequent consultations with the Regional finance and Administration Manager (RFAM). Be the focal point for internal (e.g., staff) and external communication (Partners, donors, government, etc.) as guided by RD.

3.              Protocol Matters

  • Provide protocol support to IRS and their dependents in relation to their entry, stay and exit from Kenya. Maintain the IRS diplomatic data and track relevant records and documentations in compliance with rules and regulations of Ministry of Foreign Affairs (MoFA) and follow up in updating in the online portal. In liaison with ICRAF protocol Office, guide IRS on emerging issues relating to their diplomatic status.

4.              Transport

  • Management of Institute vehicles and ensuring that official vehicles operate smoothly all the time; seeking to keep operation costs at a minimum, as well as maintain compliance with government regulations.

5.              Provide logistical support during Workshops, Events, Conferences, etc.

  • Play a key role in organizing both internal and external meetings and assisting visitors or participants.
  • Write minutes of the proceedings in meetings and file accordingly.
  • Handle and clear shipments.

6.              Maintaining the institute’s Fixed Asset Register (FAR) in liaison with the RFAM and Procurement Unit.

  • Updating the FAR and maintaining the purchase data/records.
  • Ensure that the assets are in good working/serviceable conditions and insured.


  • First degree in Business Administration or related field.
  • At least 3 years’ experience in a work environment that has a diverse workforce and disciplines.
  • Demonstrated ability to communicate both orally and in writing.
  • Good organizational skills in running an executive office.
  •  A person with self-drive and who can effectively run an office with minimal or no supervision.
  • Demonstrated good analytical skills in record and data management.
  • A qualification in Office management or HR related field can be an added advantage.







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