The Organization

The Alliance of Bioversity International delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.

Key duties & responsibilities

Clerical Work

• Manage  the front desk, and provide acccess and direction to IITA visitors
• Manage students’  office access keys and register
• Keep custody of all IITA offices spare keys
• Participate in coordination of security related matters.
• Running general office errands – bill payments, official document delivery etc.

Procurement duties

• Facilitate the procurement process ensuring that the IITA procurement rules are respected in identifying suppliers and sourcing for quotations.
• Process LPOs via the oracle moduleand share the same with the suppliers.
• Coordinate shipping of equipment, goods and supplies and liaise with stations on delivery of goods.
• File all procurement documents
• Compile monthly procurement reports

Administration duties

• Assist in coordination and liason with icipe on immigration related matters
• Assist in coordinating administrative matters
• Maintenance of the mailing/contact list for the coordination office
• Maintain a Logbook of general incoming and outgoing correspondence and ensuring and recording of follow-up actions done.
• Assist in coordinating travel arrangements for IITA staff, collaborators and visitors (tickets, airport transfers, visas, hotels, etc.)
• Setting up of meeting rooms and meeting facilitation.
• Assist in event organization such as Conferences, Science Meetings, Project Meetings and Team Meetings in close coordination with the Administrative Coordinator.
• Coordinate general housekeeping at the office premises to ensure that the office is safe and clean at all times and follow up on all maintainance needs.
• Participate in inventory counts and fixed assets verifiction as may be requested from time to time.

Requirements

Required qualifications and experience

• Bachelor’s in administration, Procurement or other relevant subject with proven experience in office administration and supply chain management.
• At least 2 years of relevant work experience in a closely related field gained in an international organization.
• Basic computing skills with knowledge of MS Office applications
• Good written and oral communication skills
• Good knowledge of English Language

Terms of employment

This position is a nationally  recruited position based in Nairobi, Kenya. The initial contract will be for one (1) year subject to a probation period of three (3)  months and is renewable depending on performance and availability of resources.

This position is graded at BG05, level in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.

The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities.

Applications

Applicants are invited to visit https://alliancebioversityciat.org/careers to get full details of the position and to submit their applications. Applications MUST include reference number REF : Administrative and Procurement Assistant as the position applied for. Cover letter and CV should be saved as one document using the candidate’s last name, first name for ease of sorting. The Alliance collects and process personal data in accordance with applicable data protection laws.

Applications closing date: 9^th August 2024

Please note that email applications will not be considered.

Only short-listed candidates will be contacted.

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