Administrative Assistant, Office of the CEO

Reference number: 202659

Job status: In-progress

Job category: Local Position

Duty station: Nairobi, Kenya

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Landscape Alliance

Landscape Alliance transforms science into action, unlocking the power of trees, forests and agroforestry landscapes to
advance planetary health and human well-being. Landscape Alliance is the operating name of the Center for International
Forestry Research (CIFOR) and the International Centre for Research on Agroforestry (ICRAF). CIFOR and ICRAF are
independent International Organizations and CGIAR Research Centers.

Landscape Alliance is looking for a

Administrative Assistant, Office of the CEO

Overview

The Administrative Assistant provides dedicated administrative, financial, systems, and operational support to the Executive Assistant to the CEO and the wider Office of the CEO (OCEO). Working under the Executive Assistant, the role ensures that day-to-day administrative transactions, system submissions, budget tracking, correspondence, and event logistics are executed accurately, on time, and in line with Landscape Alliance policies, freeing the Executive Assistant to focus on higher-level strategic and CEO-facing responsibilities.

Duties and responsibilities

1.Systems,
Travel and Procurement Submissions

  • Prepare,
    submit, and track Travel Authorizations (TAs), Travel Expense Claims (TECs),
    Requests for Payment, and Requests for Purchase in MyTree and other corporate
    systems on behalf of the CEO, Executive Assistant, and OCEO staff.

  • Coordinate
    with the in-house travel desk and external providers on bookings, itineraries,
    and accommodation for the CEO, OCEO staff, consultants, and invited guests,
    including visa requests and reimbursements.

  • Process
    consultancy contracts and invoices, and initiate procurement for OCEO supplies,
    services, and equipment, following up with HR, Finance, and Procurement until
    closure.

  • Maintain
    trackers of all submissions, approvals, reference numbers, and outstanding
    actions; flag bottlenecks to the Executive Assistant.

2.Finance and
Budget Support:

  • Support the preparation, tracking, and record-keeping of the OCEO
    budget, including inputs into the annual plan of work and resource allocation
    through the year.

  • Compile and reconcile accounting claims, expense reports, and
    supporting documentation; facilitate monthly budget updates with the Finance
    team.

  • Monitor OCEO costs and expenses (equipment, travel, operating
    costs) and flag variances against budget.

  • Manage the unit petty cash, ensuring proper documentation and
    reconciliation.

3.General Administrative Support,
Correspondence and Signatures

  • Draft, format, and proofread outgoing correspondence on behalf of
    the OCEO, including letters, invitations, internal memos, and routine
    communications.

  • Manage the CEO’s signature workflow: prepare and verify supporting
    documentation for review and signing, route signed documents appropriately, and
    maintain records of signed items.

  • Log all incoming invitations to the CEO and OCEO in a central
    tracker; circulate to the Executive Assistant and Chief of Staff for triage,
    and follow up on RSVPs and responses.

  • Manage the issuance and recording of OCEO reference numbers and
    maintain an organized document filing system (physical and digital).

  • Order and manage office stationery, supplies, and equipment for
    the OCEO; oversee maintenance and supervise cleaning and office upkeep as
    required.

4.Meeting, Event and Visitor Logistics

  • Provide logistical support for CEO-hosted meetings, retreats,
    conferences, and events, including room reservations, audiovisual setup,
    catering, and materials.

  • Coordinate access, reception, and hospitality for CEO visitors and
    OCEO guests.

  • Assist the Executive Assistant in compiling meeting briefing packs
    and follow-up notes.

5.Other Responsibilities

  • Act as a back-up to the Executive Assistant on selected
    administrative and system tasks during high workload, travel, or leave, within
    the boundaries set by the Executive Assistant.

  • Identify and mitigate potential risks within the work area.

  • Take reasonable care of own occupational health and safety and
    that of others as obliged by CIFOR-ICRAF’s Occupational Health and Safety
    Policy and cooperate with CIFOR-ICRAF in complying with requirements under any
    statutory health and safety provisions of relevant country laws.

  • Any other duties as may be required by the Executive Assistant or
    the OCEO.

Requirements

  • A relevant university degree in Business
    Administration, Finance, Accounting, Office Management, or a related field, or
    equivalent qualifications and experience.

  • At least 2 years of professional administrative,
    finance, or operations support experience, preferably in an international or
    multicultural working environment.

  • Excellent command of English, both written and spoken

  • Preferred: Demonstrated experience processing travel
    authorizations and expense claims, procurement requests, and financial
    transactions in an enterprise system (e.g., MyTree, ERP, or similar).

  • Preferred: Working knowledge of budget tracking,
    expense reconciliation, and basic financial reporting.

  • Strong computer skills in Microsoft Office (Word,
    Excel, Outlook, PowerPoint, Teams).

  • Familiarity with CGIAR or international NGO
    administrative procedures is an asset.

Education, knowledge and experience

  • A relevant university degree in Business Administration, Finance, Accounting, Office Management, or a related field, or equivalent qualifications and experience.
  • At least 2 years of professional administrative, finance, or operations support experience, preferably in an international or multicultural working environment.
  • Excellent command of English, both written and spoken
  • Preferred: Demonstrated experience processing travel authorizations and expense claims, procurement requests, and financial transactions in an enterprise system (e.g., MyTree, ERP, or similar).
  • Preferred: Working knowledge of budget tracking, expense reconciliation, and basic financial reporting.
  • Strong computer skills in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
  • Familiarity with CGIAR or international NGO administrative procedures is an asset.

Terms and conditions

  • This is a Locally Recruited Position (LRS). Landscape Alliance 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 position is based in Nairobi, Kenya Landscape Alliance Offices.

Application process

The application deadline is 16 Sep 2026.

We will acknowledge all applications, but will contact only short-listed candidates.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.