ICRAF NGO Administrative and Finance Assistant Job



World Agroforestry Centre (ICRAF)

Job Information


Job Opening ID


Number of Positions


Duty station




Job Category

Nationally Recruited Staff

Terms of offer

Bioversity is an equal opportunity employer and offers a collegial and gender-sensitive working environment. We believe that staff diversity promotes excellence and strongly encourage applications from qualified women.

Job Description

Duties and Responsibilities:
Programme Tasks:
· Organize financial and logistical arrangements for meetings and seminars
· Prepare financial reports at the end of meetings.
· Act as focal point for travel coordination
· Source and verify supporting documentation provided with financial reports supplied by the partners (LOAs) where required by a grant.
Administrative tasks:
· Act as local contact on administrative & maintenance issues with ICRAF
· Liaise with ICRAF Protocol office to ensure availability of hosting agreements and compliance with Memorandum of Understanding provisions.
· Assist with annual insurance renewals for official equipment, official and staff vehicles in liaison with ICRAF Operations Unit.
· Follow up to ensure availability of up to-date agreements and all interactions in compliance with agreements.
· Liaise with the operations units of host institutions for various support services required by Bioversity
· Function as focal point for human resources both in Bioversity and ICRAF.
· Provide support to staff and managers on issues related to HR and the HR systems of Bioversity and ICRAF.
· Prepare procurement requests (RSS) through Bioversity or ICRAF, seek approvals and proceed with purchases and file documents as appropriate.
· Liaise with appropriate ministries or governmental authorities.
· Respond to inquiries from Bioversity staff and partner organizations on administrative issues.
· Provide administrative assistance to all staff and visitors in the Nairobi office as required.
· Perform administrative duties including answering incoming calls, courier preparation and reception.
· Coordinate maintenance of office vehicles and general supplies
Accounting tasks:
· Check incoming invoices and supply supporting documents and file as appropriate
· Manage payments through local bank account or liaise with ICRAF for payments managed in Nairobi Office and Treasury in Rome and file documentation as appropriate
· Administer imprest account by providing funds, updating ledger, managing replenishment and preparing necessary reconciliations and filing as appropriate
· Ensure that sufficient funds are available for operations through the imprest fund, petty cash and through ICRAF.
· Administer Petty Cash by providing funds, updating ledger, managing replenishment and preparing necessary reconciliations
· Verify ICRAF financial reports on a monthly basis and liaise with ICRAF finance staff where necessary and prepare in Agresso format with Bioversity account codes.
· Prepare and keep track of accruals and payables (travel advances etc)
· Maintain and monitor Bioversity assets (capital & non capital) including inventory & disposals.
· Assist with annual audit and related procedures as well as internal & external project audits.
· Advise staff on new/modified financial procedures
Budget tasks:
· Draft annual budgets for office operations (including personnel and capital) in coordination with the Finance Manager
· Monitor expenditure and balances on operational budgets through OCS reports supplied by HQ (OCS). Report any deviation as appropriate and liaise with Finance Manager for any adjustments to be made
· Monitor funds availability with ICRAF
· Prepare forecast for annual working budget with ICRAF (hosting LOA)
· Prepare salary costings for new staff, reclassifications, promotions etc.
· Advise appropriate HQ personnel of proposed changes in staff salaries or overheads and seek approvals before implementation by ICRAF.

Skill set

Essential Academic and Professional Qualifications:
· Diploma in business Management, Business Administration or related field
· CPA (2) or ACCA
· Upto 4 years relevant experience in an international working environment.

Skills and Competencies:
· Ability to prepare quality progress reports for review
· Ability to support the Unit’s financial goals and employ prudent use of infrastructure and resources
· Proficiency in relevant software packages (Microsoft Word, Excel, and PowerPoint); knowledge of accounting or ERP systems.
· Extensive knowledge of standard office procedures.
· Superior interpersonal, communications and teamwork skills; courtesy, tact and the ability to establish and maintain effective working relationships with people of diverse cultural and national backgrounds
· Highly developed skills in effective time management while adhering to set timelines, personal organization, priority setting, problem solving and accuracy.
· Excellent command of the English language, both written and spoken
· Strong client orientation and service approach.
· High degree of judgment and initiative; ability to work with a high degree of independence within assigned areas.
· High adaptability to change
· Ability to identify and mitigate risks in own work area
· Ability to plan and manage own career while seeking ways to improve self

Job Summary

Under the supervision of Associate Scientist – Nutrition, The Administrative and Finance Assistant will provide effective and efficient programme, financial, budgetary, and administrative support to the staff in the Nairobi office.

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