Administration Officer

Admin

Overview

Support the Managing Director to ensure effective office operations and event management.

You have:

• You have a completed bachelor's degree in a relevant field such as Business Administration, Office Management, International Relations, Public Administration, or a related discipline. Relevant work experience is accepted in lieu of a degree.
• You have 3+ years full-time relevant work experience in an administrative or executive assistant role.
• Proficiency in verbal and written English, additional language skills are a plus.
• Experience in travel management, events and meeting management (virtual and in-person).
• Experience working with Microsoft Office (Word, Excel, Access, PowerPoint, Teams), Sales Force, meeting applications such as Zoom and MS Teams.
• Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization.

This is a hybrid position which requires 8 days per month in the office. You can be based in our office in Nairobi. Existing work authorization is required at the time of application submission as WRI is unable to sponsor visas for this position.

About the Program:

The Managing Director (MD) for Partnerships & Africa, Executive Office oversees the development and implementation of an institutional-wide partnerships strategy that is ambitious, aligned, focused, and delivers measurable results in support of WRI’s global people, nature, and climate goals, which we cannot achieve alone.

You will be part of a fast-evolving interdependent team in WRI’s Executive Office, who collectively support a large global organization through turbulent and exciting times that requires full attention, flexibility, an openness to change and a positive and embracing approach.

Job Highlight:

You will help drive the efficiency and effectiveness of the office by managing cross-cutting administrative functions, facilitating smooth internal operations, and supporting the delivery of internal and external engagements, meetings and high-level events. This role calls for a resourceful, detail-oriented professional who can anticipate needs, manage complexity, and uphold the standards of a globally engaged leadership office. You will integrate equity into your work.

You will report to the Managing Director Partnerships & WRI Africa and will work closely with the Strategic Assistant and the Senior Advisor to the MD.

What you will do:

Conference, Events, Meetings & Engagements (50%):

• Support smooth execution of the Managing Director's participation in external events, meetings and engagements through planning logistics and outreach e.g. the Africa Climate Summit, G20, COP30 etc.
• Organize and prepare for business travel, including hotel and flight bookings, flight check-in, pre-travel paperwork, visas and other requirements (e.g., medical testing or vaccinations) and creating detailed itineraries
• Manage meeting venue reservations, registrations, coordination of badge collection, taxi and transfer reservations and coordination
• Manage correspondence for logistical information including the development and design of event information packs
• Liaise with point of contact persons to coordinate logistical details of internal/external events
• Coordinate and manage speaker, key guests and participant logistics, M&IE, per diem
• Coordinate the design and printing of documents, posters, e-fliers and required material for meetings and events
• Support the smooth execution of events, meetings, and workshops convened by the Managing Director by coordinating both virtual and in-person logistics for domestic and international engagements. This includes venue reservation and management, registrations, supplier sourcing, procurement, catering, equipment, translators, travel, and visa arrangements
• Coordinate event participant travel, accommodation, and per diem support, including proper documentation and compliance
• Ensure all necessary secretariat materials, presentations, and documentation are prepared for events e.g. meeting and registration documents, business cards, name tags, stationery
• Set up and prepare meeting rooms for meetings including the audio-visual equipment, refreshments, and material required for the meetings
• Assist in drafting letters, thank you notes and trip reports for events, meetings and workshop engagements
• Support the Strategic Assistant and Strategic Advisor on administrative and operational matters

Office Operations & Process Management (30%):

• Maintain an updated contact database of key stakeholders and partners
• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Maintain records, databases, and filing systems for easy access to information
• Ensure compliance with internal administrative policies and procedures
• Management and storage of MD assets including event material
• Coordinate and schedule team meetings and assist in coordination of team’s planning process e.g. brown bags
• Liaise with designers to design documents, e-fliers, power point slides and required material

• Process contracts, requests for proposals, and other formal documentation for various initiatives

  Expenses & Payments Administration (20%):

• Manage and process expenses including credit card expenses, travel M&IE, per diem

• Process invoices for payment including supplier and consultant payments
• Process the MD's timesheets
• Ensure proper documentation and filing of contracts, agreements, and administrative records
• Support finance teams with the Executive Office budget management.

What you will need:

• Education: You have a completed bachelor’s degree in in a relevant field such as Business Administration, Office Management, International Relations, Public Administration, or a related discipline. Relevant work experience is accepted in lieu of a degree
• Experience: You have 3+ years full-time relevant work experience in an administrative or executive assistant role
• Experience in travel management, events and meeting management (virtual and in-person)
• Experience working with Microsoft Office (Word, Excel, Access, PowerPoint, Teams), Sales Force, meeting applications such as Zoom and MS Teams
• Languages: Proficiency in verbal and written English, additional language skills are a plus
• Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization.

Potential Salary:

Salary is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with a cover letter by 19 May 2025. You must apply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.

What we offer:

• A competitive salary
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours
• Generous leave days that increase with tenure.

About Us:

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyse change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence and Respect.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our team in Human Resources carefully reviews all applications.

#LI-DNI

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wri.org