ASSISTANT II – ADMINISTRATION – IITA, KENYA

About the position

To provide effective administrative, logistical, and clerical support to ensure smooth operations of the IITA Nairobi Office and contribute to efficient project implementation and staff support.

Main duties and responsibilities include:

Administrative Support

• Manage incoming and outgoing communications, including official emails, telephone calls, and correspondence for the Nairobi office.
• Draft, edit, and format letters, memos, minutes, and other official documents.
• Maintain organized physical and electronic filing systems in line with IITA policies.
• Support procurement processes by preparing requisitions, collecting quotations, liaising with vendors, and ensuring compliance with IITA procurement procedures.
• Track office supplies, stationery, and consumables; ensure timely replenishment.
• Support administrative documentation required for audits and internal reviews.

Logistics and Coordination

• Coordinate logistics for meetings, workshops, and events, including venue booking, participant invitations, refreshments, and documentation.
• Arrange travel logistics for IITA staff, visiting researchers, and consultants (flights, accommodation, transport).
• Support visa processing, airport pick-ups, and accommodation arrangements for visiting scientists and partners.
• Receive and guide visitors, ensuring a professional and welcoming office environment.

HR and Office Support

• Support recruitment processes by arranging interviews, communicating with candidates, and preparing interview logistics.
• Maintain attendance, leave, and timesheet records for Nairobi-based staff.
• Assist in onboarding new staff, interns, and consultants by preparing orientation materials and coordinating orientation schedules.
• Support staff welfare and office initiatives as guided by the Station Administrator.

Requirements:

Education

• Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience

• Minimum of 2–3 years’ administrative or office management experience, ideally within an NGO, research institution, or international development organization.
• Experience with procurement and travel arrangements is highly desirable.
• Prior experience working in a donor-funded project environment is an added advantage.