Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
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.
Role Overview
The Assistant to the Project Manager will support project management activities, maintain databases, coordinate administrative and operational tasks for the research team, and facilitate financial and grant administration.
Key Responsibilities
Project Coordination
Maintain project databases and filing systems to ensure 100% accuracy and accessibility, updated weekly.
Collect and collate data for project documentation and reports, ensuring all deliverables are submitted by scheduled deadlines.
Monitor daily project activities against work plans, ensuring at least 95% of tasks are completed on time each month.
Facilitate project operations (procurement, recruitment, knowledge sharing), completing all tasks within agreed timelines.
Communicate project information to relevant stakeholders with updates provided bi-weekly or as required.
Research Team Support
Schedule and document lab meetings, seminars, and conferences and ensure minutes are circulated within 48 hours.
Onboard new team members (scientists, students, technicians) by providing lab access, training records, and safety protocols within the first week of joining.
Maintain team calendars and track deadlines for grant submissions and ethics approvals, sending reminders to the PI at least 1 week before each deadline.
Financial and Grant Administration
Process purchase orders for lab supplies and track budgets to ensure spending remains within 100% of approved allocations.
Support grant applications by compiling documents, formatting CVs, and ensuring compliance with donor regulations, with applications submitted on schedule.
Reconcile project expenses (travel, fieldwork) and coordinate with finance teams to ensure monthly reconciliation is completed within 10 days of the end of travel / field trip.
Communications and Documentation
Draft and edit reports, newsletters, and website content highlighting research outputs, with each report finalized within 5 business days of data receipt.
Coordinate communications with collaborators by preparing agreements and MoUs, ensuring all documentation is completed before project start.
Other Duties
Perform additional tasks as assigned, ensuring completion within agreed timelines and alignment with project objectives.
Requirements
Bachelor’s degree or Diploma in relevant field
Two years relevant experience with degree or five years relevant experience with diploma
Good understanding of methods, techniques and procedures
Technical training in project management – desirable
Effective administrative skills
Effective communication and writing skills
Experience in facilitating teamwork and collaboration across multiple functions
Experience working in an international organization
How to Apply
Interested and qualified candidates should apply online by visiting the ILRI Application Portal.
How to Apply
Interested and qualified candidates are requested to apply by visiting the International Livestock Research Institute (ILRI) application portal through the following link: Apply on www.ilri.org.
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