Background information about the job or company (e.g., role context, company overview)

The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock. ILRI is a CGIAR research centre - part of a global research partnership for a food-secure future.

Responsibilities or duties

This role supports the coordination of research and development projects by ensuring the timely and efficient delivery of project and administrative services, while strengthening operational effectiveness through continuous monitoring of workflows, resolution of day-to-day operational issues, and support for procurement, requisitions, and risk management processes. Specifically, the incumbent will:

• Maintain updated service level agreements
• Support day-to-day project implementation by monitoring work plans, tracking deliverables and milestones, coordinating activities across teams, and maintaining project documentation, technical reports, dashboards, and donor submissions.
• Support project budgeting, financial monitoring, audit requirements, proposal development, and coordination with administrative units of WorldFish HQ and Finance teams, while contributing to monitoring, evaluation, documentation of results, lessons learned, and process improvements.
• Provide project management support to research and development activities by planning and monitoring schedule, cost and quality
• Assist in documenting risk assessments including implementation plans, and follow-ups;
• Provide internal communication to campus users in Nairobi and Mombasa about administrative processes, policies, initiatives, activities and performance by developing and/or delivering various communication materials
• Facilitate the procurement of goods, including office supplies and services
• Coordinate and manage logistics for meetings, workshops prepare the necessary documentation and participate as applicable
• Prepare and review general correspondence, cheques and other documentation and ensure dispatch of the same
• Raise requisitions in ILRI OCS systems and WorldFish OCS systems for staff and service providers
• Develop and oversee filing systems and databases as may be required
• Set up and follow up on appointments, attend to visitors, telephone calls and other inquiries
• Provide orientation to new staff joining the Nairobi and Mombasa offices and follow up with ILRI liaison office all the necessary documentation to facilitate the work of international staff and work with ILRI HR and ICT offices to provide the services needed by staff to function properly in the role they have been assigned to do
• Participate in systems improvement efforts by observing, documenting and reviewing current workflows, audit findings, collecting and analysing feedback from stakeholders, propose revised systems, and develop and monitor implementation plans
• Troubleshoot and resolve day-to-day matters through to completion and escalate any unresolved issues appropriately
• Perform any other related duties as may be required

Qualifications or requirements (e.g., education, skills)

Experience needed

• Bachelor’s degree in relevant field, such Business Management, Program Management with a minimum of two years relevant experience Or Diploma in relevant field with five years of relevant experience
• Work experience in an office environment, preferably with some experience in an international, non-profit or multinational organization.
• Experience in project or program management, preferably within research, or donor-funded environments
• Demonstrated experience in accounting
• Experience in providing administrative and operational support in a fast-paced, multicultural organization, including coordination of logistics, onboarding, and office services.
• Good working knowledge of standard office ICT tools, including Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and familiarity with administrative or procurement systems.
• Good verbal and written communication skills in English, with the ability to prepare clear internal communications and correspondence.
• Well-organized with the ability to manage multiple tasks, prioritize effectively, and follow through to completion.
• Experience in maintaining records, filing systems, and databases with accuracy and attention to detail.
• Able to work independently, handle day-to-day operational matters, and escalate issues when required.
• Comfortable working with diverse teams and building positive working relationships with internal and external stakeholders.
• Good interpersonal skills with a service-oriented approach when dealing with staff, visitors, and service providers.
• Exposure to process improvement efforts, including reviewing workflows and supporting implementation of improved practices.
• Familiarity with administrative systems and process improvement approaches to support efficient workflows.
• Basic project coordination skills, including tracking tasks, timelines, and documentation.
• Knowledge of procurement processes and ability to adapt to organizational systems and tools would be an added advantage.

• Maintain updated service level agreements
• Support day-to-day project implementation by monitoring work plans, tracking deliverables and milestones, coordinating activities across teams, and maintaining project documentation, technical reports, dashboards, and donor submissions.
• Support project budgeting, financial monitoring, audit requirements, proposal development, and coordination with administrative units of WorldFish HQ and Finance teams, while contributing to monitoring, evaluation, documentation of results, lessons learned, and process improvements.
• Provide project management support to research and development activities by planning and monitoring schedule, cost and quality
• Assist in documenting risk assessments including implementation plans, and follow-ups;
• Provide internal communication to campus users in Nairobi and Mombasa about administrative processes, policies, initiatives, activities and performance by developing and/or delivering various communication materials
• Facilitate the procurement of goods, including office supplies and services
• Coordinate and manage logistics for meetings, workshops prepare the necessary documentation and participate as applicable
• Prepare and review general correspondence, cheques and other documentation and ensure dispatch of the same
• Raise requisitions in ILRI OCS systems and WorldFish OCS systems for staff and service providers
• Develop and oversee filing systems and databases as may be required
• Set up and follow up on appointments, attend to visitors, telephone calls and other inquiries
• Provide orientation to new staff joining the Nairobi and Mombasa offices and follow up with ILRI liaison office all the necessary documentation to facilitate the work of international staff and work with ILRI HR and ICT offices to provide the services needed by staff to function properly in the role they have been assigned to do
• Participate in systems improvement efforts by observing, documenting and reviewing current workflows, audit findings, collecting and analysing feedback from stakeholders, propose revised systems, and develop and monitor implementation plans
• Troubleshoot and resolve day-to-day matters through to completion and escalate any unresolved issues appropriately
• Perform any other related duties as may be required

• Good working knowledge of standard office ICT tools, including Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and familiarity with administrative or procurement systems.
• Good verbal and written communication skills in English, with the ability to prepare clear internal communications and correspondence.
• Well-organized with the ability to manage multiple tasks, prioritize effectively, and follow through to completion.
• Experience in maintaining records, filing systems, and databases with accuracy and attention to detail.
• Able to work independently, handle day-to-day operational matters, and escalate issues when required.
• Comfortable working with diverse teams and building positive working relationships with internal and external stakeholders.
• Good interpersonal skills with a service-oriented approach when dealing with staff, visitors, and service providers.
• Exposure to process improvement efforts, including reviewing workflows and supporting implementation of improved practices.
• Familiarity with administrative systems and process improvement approaches to support efficient workflows.
• Basic project coordination skills, including tracking tasks, timelines, and documentation.
• Knowledge of procurement processes and ability to adapt to organizational systems and tools would be an added advantage.

• Bachelor’s degree in relevant field, such Business Management, Program Management with a minimum of two years relevant experience Or Diploma in relevant field with five years of relevant experience
• Work experience in an office environment, preferably with some experience in an international, non-profit or multinational organization.
• Experience in project or program management, preferably within research, or donor-funded environments
• Demonstrated experience in accounting
• Experience in providing administrative and operational support in a fast-paced, multicultural organization, including coordination of logistics, onboarding, and office services.