ASSISTANT II – ADMINISTRATION at the Alliance of Bioversity International

The Organization

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation. With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people in a climate crisis. The Alliance is part of CGIAR, a global research partnership for a food-secure future. Please visit http://www.alliancebioversityciat.org/ for more information on the Alliance.

The International Institute of Tropical Agriculture (IITA) is a not-for-profit institution that generates agricultural innovations to meet Africa’s most pressing challenges of hunger, malnutrition, poverty, and natural resource degradation. Working with various partners across sub-Saharan Africa, we improve livelihoods, enhance food and nutrition security, increase employment, and preserve natural resource integrity. IITA is a member of CGIAR, a global agriculture research partnership for a food secure future. Please visit http://www.iita.org/ for more information on IITA.

About the position

To provide effective administrative, 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:

Administrative Support

• Manage incoming and outgoing communications, including official emails, telephone calls, and correspondence for the Nairobi office.
  
• Draft, edit, and format letters, memos, minutes, and other official documents.
  
• Maintain organized physical and electronic filing systems in line with IITA policies.
  
• Support procurement processes by preparing requisitions, collecting quotations, liaising with vendors, and ensuring compliance with IITA procurement procedures.
  
• Track office supplies, stationery, and consumables; ensure timely replenishment.
  
• Support administrative documentation required for audits and internal reviews.
  

Logistics and Coordination

• Coordinate logistics for meetings, workshops, and events, including venue booking, participant invitations, refreshments, and documentation.
  
• Arrange travel logistics for IITA staff, visiting researchers, and consultants (flights, accommodation, transport).
  
• Support visa processing, airport pick-ups, and accommodation arrangements for visiting scientists and partners.
  
• Receive and guide visitors, ensuring a professional and welcoming office environment.
  

HR and Office Support

• Support recruitment processes by arranging interviews, communicating with candidates, and preparing interview logistics.
  
• Maintain attendance, leave, and timesheet records for Nairobi-based staff.
  
• Assist in onboarding new staff, interns, and consultants by preparing orientation materials and coordinating orientation schedules.
  
• Support staff welfare and office initiatives as guided by the Station Administrator.
  

Requirements:

Education

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

Experience

• Minimum of 2–3 years’ administrative or office management experience, ideally within an NGO, research institution, or international development organization.
  
• Experience with procurement and travel arrangements is highly desirable.
  
• Prior experience working in a donor-funded project environment is an added advantage.
  

• 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.
  

Terms of employment

This is a nationally recruited position based at IITA Nairobi, Kenya. The contract will be for One-year period, subject to a probation period of three (3) months and is renewable depending on performance and availability of resources. The Alliance offers a multicultural, collegial research environment with competitive salary and excellent benefits; we believe that the diversity of our staff contributes to excellence. The Alliance is an equal opportunity employer and strives for staff diversity in gender and nationality.

Applications

Applicants are invited to visit https://www.bioversityinternational.org/jobs/ to get full details of the position and to submit their applications. Applications MUST include reference number Ref: (RFP301021)-ASSISTANT II –ADMINISTRATION–IITA,KENYA as the position applied for. Application and CV should be saved as one document using the candidate’s lastname, firstname for ease of sorting.

Note: The Alliance does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). The Alliance also does not concern itself with information on applicants' bank accounts.

Applications closing date:11^th December 2025

Please note that email applications will not be considered. Only short-listed candidates will be contacted.