Administrative Intern

About the position

• The Alliance of Bioversity International and CIAT is seeking to recruit an Administrative Intern. The Administrative Intern will collaborate with other stakeholders to ensure the successful implementation of project activities. They will be responsible for undertaking project activities for HER+ in Africa and other bilateral initiatives. The position will be based in Nairobi, Kenya.

Key duties & responsibilities

The scope of work includes, but is not limited to:

• Assist in travel logistic arrangements including air ticket booking, DSA calculations including advance, advance clearance and travel claims for staff.
• Assist the team in DSA calculations for workshop/seminar participants.
• Assist in monthly routine payment requests, budget tracking and recording.
• Assist in asset management.
• Perform other related administrative tasks as relevant.
• Coordinates and manages the program manager’s schedule of appointments and presents updates daily.
• Arrange appointments/meetings, both internal and external
• Ensure proper arrangements are made in a timely manner before any meeting attended by the program manager and coordinate, as appropriate and when necessary, with other team members for this purpose.
• Ensures that all relevant documents and information for any trip the program manager and the team take are provided before and after their travel. This includes: 
  • Copy of the ticket
  • Invitation letter
  • Visa where necessary
  • Logistical note
  • Request travel allowance advancement and liquidation.
  • Inform the team monthly about the project's current state.
• Administrative and logistical support to events when necessary.
• Participate in capacity building activities, field visits and meetings with relevant partners and stakeholders to strengthen networks and partnerships.

Requirements

• A university degree in Business Administration, Office Management, project management or another related field is necessary.
• Minimum 3 years of relevant experience in administration or programme support service. Previous experience in supporting a scientist would be an asset.
• Mastery of English is required. A second or third language would be a valuable asset.
• Excellent administrative skills and strong qualities in working with teams.
• Organizational skills: Proven ability to demonstrate initiative in dealing with a large volume of work under time pressure, setting priorities, organising work independently while meeting deadlines and adapting to a constantly developing working environment.
• Ability to work with high accuracy and attention to detail.
• Excellent communication (oral & written) and interpersonal skills. Ability to act with tact, diplomacy, discretion, and respect for confidentiality.
• Ability to conduct him/herself in a professional manner.
• Proficiency in MS Office Suite (Word, Excel, etc)