About the position

To provide effective 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:

Requirements:

• Assist in general office administration, including filing, scanning, and storing documents.
• Assist in maintaining office supplies inventory and ensure timely replenishment.
• Maintain a database of all official vehicles and assist in allocation of vehicles to staff for official trips and manage casual drivers on field work.
• Assist to monitor and follow-up with the garage to ensure efficient servicing of all official vehicles.
• Conduct normal pre-drive checks and ensure cleanliness of official vehicles is maintained
• Record vehicle mileage details in Excel and send monthly reports to Accounts office.
• Manage a schedule of vehicle running costs incurred by various projects, and provide a summary report to the Accounts office on a monthly basis
• Assist in all areas of Fleet Management in Liaison with ICIPE Transport office as applicable i.e vehicle registration, insurance, maintenance, security, usage monitoring, vehicle ownership transfers and disposal.
• Update staff on various emerging Traffic trends in Kenya.
• Assist in the filing, following up, recording and sending out of VAT exemption certificates

Education

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

Experience

• Minimum of 2–3 years’ administrative or logistics experience, ideally within an NGO, research institution, or international development organization.
• Prior experience working in a donor-funded project environment is an added advantage.

Skills and Competencies

• Strong organizational, planning, and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work under minimal supervision and manage multiple tasks simultaneously.
• High integrity, confidentiality, and attention to detail.
• Strong interpersonal and customer service skills.
• Familiarity with IITA systems and processes is an added advantage.