Job Description

Reference number: 202613
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

CIFOR-ICRAF is looking for a

Project Administrative Assistant

Overview

The primary objective of this role is to support projects by managing budgets, tracking expenses, ensuring financial compliance (donor/organizational rules), preparing financial reports, handling procurement/logistics, and providing general office/staff support. Blending financial analysis with operational oversight support, ensuring projects and budgets align and are executed in a timely manner. Key duties involve budget monitoring, financial reporting, contract management, procurement, and compliance with financial policies and donor guidelines.

Duties and responsibilities

1. Financial Management:

Coordinate with PI & supervisor to develop and monitor budgets and periodic expenditures for donor-funded projects within SPACIAL, provide insights and analysis, and work with the supervisor and PI to track progress and remedial action to ensure appropriate burn rates and variances
Support planning, consolidating, and managing Annual Program of Work and Budgets (POWB) for the Unit, including updating as required for adjustments
Support routine Annual, Biannual and Quarterly financial reporting for the unit projects as required by the donors and partners and ensure timely submission of technical and financial reports.
Support proposal development by initiating and leading in budgeting and ensure that proposal budgets are prepared in a timely manner and in line with the Donor budgeting guidelines.

2. Compliance & Reporting:

Ensuring adherence to donor rules/internal policies, preparing financial reports, and assisting with audits.
Ensure overall compliance with the agreed/signed grant agreement and best use of funds, Donor reporting and guidelines, monitoring adherence to all financial aspects of the portfolio of projects.
Monitor and support partner organizations to ensure financial compliance, funds disbursement and request, cost eligibility, the alignment of activities to the budget lines, and compliance with procedures as stipulated in donor requirements.

3. Administrative Management:

Support in handling procurement/logistics and providing general office/staff support.
Any other task may be requested by the supervisor.

Requirements

A bachelor’s degree in any of the following fields Accounting, Finance, Business Administration, or any other related field and at least CPA II.
At least 1-3 years’ experience in Budgeting, financial analysis, accounting principles, and NGO donor reporting.
Familiarity with financial regulations, procurement procedures, and project management principles.
Project Management and Financial Management/Grants Management within International or Development organizations is an added advantage.

Education, knowledge and experience

• A bachelor’s degree in any of the following fields Accounting, Finance, Business Administration, or any other related field and at least CPA II.
• At least 1-3 years’ experience in Budgeting, financial analysis, accounting principles, and NGO donor reporting.
• Familiarity with financial regulations, procurement procedures, and project management principles.
• Project Management and Financial Management/Grants Management within International or Development organizations is an added advantage.

Terms and conditions

• This is a Locally Recruited Position (LRS). CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
• The initial appointment will be for two (2) years, with a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
• The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.