Program Administrative Officer – Climate Change Research Unit at World Agroforestry Centre

On Tuesday, June 10th, 2014

About the organization: The World Agroforestry Centre is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods. 

As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.
The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

About the unit: The Climate Change Unit focuses on research to improve the stability of the farming systems and livelihood strategies of smallholder farmers in the face of current climate variability and long-term climate change. 

Its four research areas are: vulnerability assessments; the impact of climate change on agroforestry systems; adaptation to climate change; and synergies in agroforestry systems between climate change adaptation and mitigation.
About the position: The Program Administrative Officer will be responsible for supporting all administrative responsibilities within the Climate Change Research Unit. 
The job will specifically include the following duties and responsibilities:
  • Responsible for project functions such as planning meetings, drafting letters/reports and scheduling appointments and coordinating travel arrangement.
  • Oversee the procurement of office and scientific equipment, supplies and maintain service agreements.
  • Support and participate in facilitating unit’s knowledge sharing sessions.
  • Assist in maintaining and updating the unit’s contacts data base together with knowledge management unit and communications unit.
  • Handle travel bookings, requests and expense claims for unit’s staff in liaison with the ICRAF travel office and finance unit.
  • Drafts letters and other correspondence relating to administrative activities and also prepares administrative reports.
  • Working closely with protocol office to process visas, customs clearance letters for staff as well as group scientific equipment.
  • Help organize and execute highly interactive senior management group tele-calls, regional and international meetings, workshops and conferences.
  • Proper filling and archiving of project documents.
  • Maintain units’ assets portfolio.
  • Manage the unit’s petty cash kitty.
  • Any other related duties and or general administrative support to supervisor and scientists in team.
Qualifications and Experience
  • Bachelor of Business Administration/Social Degree or relevant degree, Master’s degree an added advantage
  • A Post Graduate Diploma in project management will be an added advantage
  • At least 3 years’ experience in project administration
  • Experience in an NGO or international organization environment will be an added advantage
  • Good understanding of budgeting and financial management procedures
  • Experience interacting with scientists
  • Proficient in following up issues and resolution
  • Proficient in taking notes and minutes
  • Excellent interpersonal communication and good personal organisation skills required
  • Excellent command of spoken and written English
  • Proficiency in database applications and MS Office suite
  • Exceptional attention to detail
  • Team player and highly motivated
  • Outstanding presentation of initiative
Terms of Offer: We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women. 
This position is remunerated on local terms. 
The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
How to apply

Applications will be considered until 13th June 2014. 
Please note that only short-listed applicants meeting the above requirements will be contacted.
To learn more about us, visit our website:
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