Administrative Officer, Office of the COO
Reference number: 202661
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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 Officer, Office of the COO
Overview
The Administrative Officer in the Office of the Chief Operating Officer (COO) provides high-level administrative, coordination, and operational support to ensure the smooth and efficient functioning of the COO’s Office. The role serves as a key liaison between the COO, internal teams, and external stakeholders, facilitating clear communication, timely follow-up, and effective delivery of operational priorities.
The position supports coordination across units and teams within the COO’s portfolio, including the preparation and monitoring of annual workplans, tracking progress against agreed deliverables, and ensuring timely reporting in line with organizational requirements
Duties and responsibilities
1.Executive and Operational Support
Manage the
COO’s calendar, prioritize meeting requests, and coordinate travel, logistics,
and briefing materials.Serve as the
primary point of contact for the COO’s Office, screening and prioritizing
emails, calls, correspondence, and requests.Prepare,
edit, and format executive summaries, operational reports, presentations, and
meeting materials.Organize
meetings between the COO and relevant teams, prepare agendas, capture action
points, track deadlines, and follow up on deliverables.Establish
and maintain effective communication channels within the COO’s Office and
across teams.Develop and
strengthen administrative structures and workflows that support the effective
functioning of the COO’s Office.Maintain
professional relationships with visitors, partners, collaborating
organizations, and government stakeholders.
2.Process Improvement and Project
Coordination:
Support the COO in streamlining cross-team workflows and
standardizing operating procedures.Track organizational and operational key performance indicators,
milestones, and progress against agreed priorities.Coordinate special projects and strategic initiatives led by the
Office of the COO.Act as a liaison between the COO and administrative, operational,
and technical teams to ensure alignment and timely execution.Identify administrative bottlenecks and recommend practical
improvements to enhance efficiency and accountability.
3.Administrative Management
Maintain organized, accurate, and confidential records for the
COO’s Office.Manage and monitor the COO’s Office budget, expenditures,
procurement requests, invoices, and expense reports.Coordinate operational updates, policy communication, and
administrative information flow across the organization.Oversee logistics, procurement activities, office requirements,
and administrative support related to the COO’s Office.Ensure compliance with internal procedures for document
management, confidentiality and reporting.
Requirements
Bachelor’s degree in Business Administration,
Management, Operations, or a related field.At least 5
years of experience providing high-level administrative, executive, or
operational support, preferably in a complex, fast paced, and/or international
organization.Administrative and coordination skills: Strong ability
to manage schedules, organize meetings, track deliverables, follow up on
actions, and coordinate multiple priorities.Communication skills: Excellent written and verbal
communication skills, with the ability to prepare clear reports, presentations,
minutes, and correspondence.Technology proficiency: Strong proficiency in
Microsoft Office 365 and other productivity, project management, or
collaboration tools.Professional judgement: High level of discretion,
confidentiality, diplomacy, and sound judgement when handling sensitive
organizational information and stakeholder relationships.
Education, knowledge and experience
- Bachelor’s degree in Business Administration, Management, Operations, or a related field.
- At least 5 years of experience providing high-level administrative, executive, or operational support, preferably in a complex, fast paced, and/or international organization.
- Administrative and coordination skills: Strong ability to manage schedules, organize meetings, track deliverables, follow up on actions, and coordinate multiple priorities.
- Communication skills: Excellent written and verbal communication skills, with the ability to prepare clear reports, presentations, minutes, and correspondence.
- Technology proficiency: Strong proficiency in Microsoft Office 365 and other productivity, project management, or collaboration tools.
- Professional judgement: High level of discretion, confidentiality, diplomacy, and sound judgement when handling sensitive organizational information and stakeholder relationships.
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 21 Sep 2026.
We will acknowledge all applications, but will contact only short-listed candidates.