ILRI Vacancy: Program Assistant – Vaccines Biosciences (Closing date: 14 August 2015)

The International Livestock Research Institute (ILRI) seeks to recruit a Program Assistant to provide program administrative, management and logistical support to the Vaccines Biosciences Group.

ILRI works with partners worldwide to enhance the roles that livestock play in food security and poverty alleviation, principally in Africa and Asia. The outcomes of these research partnerships help people in developing countries keep their farm animals’ alive and productive, increase and sustain their livestock and farm productivity, find profitable markets for their animal products, and reduce the risk of livestock-related diseases.

ILRI is a not-for-profit institution with a staff of about 700 and in 2015, an operating budget of about USD83 million. A member of the CGIAR Consortium working for a food-secure future, ILRI has its headquarters in Nairobi, Kenya, a principal campus in Addis Ababa, Ethiopia, and offices in other countries in East, West and Southern Africa and in South, Southeast and East Asia.

Key Responsibilities

  •  Prepare and process the program’s requests and ensure the necessary approvals are obtained for procurement of equipment and services, transport requests, payments, advances, consultancies and institutional contracts.
  • Support the PMO in preparing collaborative agreements, such as partnership agreements, MOUs, letters of support among others.
  • Maintain a database for key Vaccine Program partners and collaborators.
  • Support program documentation – maintain an updated database of the program’s key documents, publications, list of staff, visitors, fellows and consultants, and the updating the program organogram.
  • Support the program accountant in reviewing/verifying program expenditure and following up with the other ILRI service units to ensure the program expenditure is up-to-date.
  • Provide day-to-day support to the program to ensure that routine correspondence, communication requests, supplies requests and staff workstations needs are addressed.
  • Coordinate the assignment and needs of new staff, visiting scientists, fellows and consultants.
  • Liaise with other ILRI service units (Corporate services, ILRI-BecA Hub) that support the program’s initiatives.
  •  Responsible for organizing the program’s conferences, workshops, seminars and write shops, internal and external meetings and other events as required.
  • Organize travel arrangements and support for the program team by processing travel authorities and expense reports (coordinate reservations and bookings, visa appointments and sharing of travel information) and maintain the travel schedules of the program team.
  • Liaise with ILRI Communication and Knowledge Management to compile input for the program’s and ILRI websites.
  • Develop comprehensive activity calendars for the program in line with ILRI’s annual calendar of activities.
  • Undertake any other responsibilities as assigned by the supervisor/director.


  • Bachelor’s Degree in Business Administration, Program Management, or related field.
  • Professional training in Financial Management or Accounting project management is an added advantage.
  • At least 5 years relevant experience in program management working in an internationally focused research or development organization.
  • Knowledge of administrative and financial management of development programs and/or donor funded projects/programs.
  • Experience in managing work plans, results-based budgets and systems to monitor and report progress.
  • Track record in scientific project management work in either a research or NGO environment.
  • Excellent verbal and written communication skills and an engaging personality.
  • Skills and experience in conference and meeting events organization.
  • Proven administrative and communication skills.

Terms of Appointment
This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus.  It is open to Kenyan nationals only.  The position is on a 3-year contract renewable subject to satisfactory performance and availability of funding.

Job level and salary

This position is job level 2C. ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances for ILRI’s Nationally Recruited Staff.

How to Apply

Applicants should send a cover letter and CV combined as one document addressed to the Director, people and Organizational Development explaining their interest in the position, what they can bring to the job and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience.  The REF: PA/VB/07/2015 should be clearly marked on the cover letter. Only online applications will be considered, and only short listed candidates will be contacted.

All applications to be submitted online on our recruitment portal: by 14 August, 2015.

To find more about ILRI, visit our Website at