• Position Title: Administrative Associate I
• Location: Nairobi, Kenya (ILRI Campus – Hosting IWMI Office)
• Employment Type: Full-Time (3-Year Contract, Renewable)
• Number of Vacancies: 1 (Kenyan Nationals Only)
• Reporting To: Team Lead / IWMI Representative in Kenya
• Application Deadline: December 11, 2025
• Category/Department: Administration / Operations
• Salary: Estimated KES 70,000 – 100,000 Monthly (Note: This is an estimate based on 2025 market data from BrighterMonday Kenya and CGIAR salary scales for HG 10 administrative roles, including pension, medical, and other insurances. Final salary determined by ILRI/IWMI.)

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Introduction

The International Livestock Research Institute (ILRI), seeking to recruit an Administrative Associate I on behalf of the International Water Management Institute (IWMI), will provide administrative support for the execution of day-to-day administrative duties for IWMI’s office in Kenya, hosted by ILRI. The Associate ensures timely travel arrangements, accurate documentation, proper record and asset management, and delivers reliable quality administrative services.

The role maintains calendars/schedules, handles basic finance/procurement/logistics/transport, distributes information, collaborates with IWMI/ILRI units for alignment, manages contractor contracts, organizes logistics for visitors/events, and supports carbon footprint/sustainability data. Requiring a Diploma in business management, administration, commerce or related, at least 2 years relevant experience with increasing responsibility, experience in administration/coordination, and fluency in English, this HG 10 position (Kenyan nationals only) is a 3-year renewable contract. Ideal for organized, communicative professionals passionate about research administration, this opportunity aligns with Kenya’s KES 100 billion research sector and Vision 2030’s innovation goals. This role suits detail-oriented, collaborative individuals ready for meaningful, inclusive support in two leading CGIAR centres.

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About ILRI & IWMI

ILRI works to improve food and nutritional security and reduce poverty through livestock research, hosting IWMI’s Kenya office. IWMI, headquartered in Colombo, Sri Lanka, solves water problems in developing countries through research, knowledge services, capacity strengthening, dialogue, and policy analysis for sustainable water/land use in agriculture, ecosystems, climate change, and inclusive growth. As a CGIAR Research Center, IWMI operates in 17 countries with a global network in 55+ countries across Africa, Asia, and Latin America.

ILRI and IWMI foster a culture of scientific excellence, collaboration, and sustainability, delivering water-livestock solutions. For Administrative Associates, the centres provide mentorship, operational tools, and cross-institutional exposure, creating a workplace where your support enables global impact in a diverse, inclusive team.

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Key Responsibilities

The Administrative Associate I duties include maintaining calendars, schedules, and handling daily administrative tasks related to basic finance, procurement, logistics, and transport services to support team objectives. The role involves distributing information, collaborating with IWMI and ILRI units to align services, maintaining contractor contracts, and organizing logistics for visitors and events to ensure seamless communication and execution.

Specific duties include but are not limited to:

• Maintain and monitor calendar and schedule of activities and assignments for the team lead and organize meetings for team members to ensure timely implementation of activities.
• Execute daily operational administrative tasks related to procurement, logistics, contracts and payments, including handling requests for IT, work orders, purchase orders, office supplies, meetings, visit requests, agreements, contracts, and communications materials to enable efficient completion of team objectives.
• Review and prepare routine responses to queries/communications, and track follow-up to ensure timely responses and execution.
• Provide logistical and administration support in the organization of workshops, meetings and trainings to ensure smooth delivery of events.
• Distribute received information within the team, unit, or office and to other stakeholders as directed by supervisor to support efficient flow of internal communication and external relations, drafting business correspondence, documents and other written narratives.
• Collaborate and communicate with relevant ILRI departments and IWMI HQ, on, amongst others, complimentary staff appointments, budget concerns, procurement.
• Communicate and clarify requests and service details with collaborators, to ensure alignment and a seamless exchange of information and execution of tasks.
• Provide assistant to IWMI representatives in Kenya in managing external relations. Welcome and guide visitors, organizing logistics and schedules during their stay to ensure effective use of their time.
• Administer consultant requests, intern recruitment and contractor contracts by collaborating with offices, review deliverables, and process payments, ensuring adherence to policies and deadlines.
• Arrange logistical and travel plans for team members, visitors, and workshop participants, including handling visas, hotel bookings, and claims, to ensure efficient and timely execution according to policies, protocols and norms, recommending updates as appropriate.
• Submit routine reports and presentations in a timely manner to support team planning, inclusive of providing administrative support for carbon footprint, and sustainability data collection for the office.
• Verify administrative documents ensuring that information is correct to avoid delays and mistakes.
• Maintain and regularly update shared folders, databases, and filing systems, recording and processing documents to ensure reliable record management.
• Maintain and update office supplies and asset inventory register to support proper asset management.

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Requirements

• Diploma in business management, business administration, commerce, or a closely related discipline.
• At least 2 years of highly relevant experience in administrative functions with increasing responsibility.
• Experience in implementing administration and coordination processes, including scheduling meetings, tracking activities, and maintaining records.
• Hands-on experience handling payments, engaging with vendors, purchase requests, and travel arrangements for teams.
• Experience liaising with consultants, coordinating visitor logistics, and facilitating seamless information exchange.
• Fluency in English, both written and oral communication skills.

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Company Culture and Values

ILRI and IWMI foster a culture of scientific excellence, collaboration, and sustainability, delivering water-livestock solutions. With global teams, the centres promote diversity through inclusive administration and youth focus, encouraging collaboration via cross-unit support. Values of integrity, efficiency, and service guide operations, with Administrative Associates central to seamless execution.

The centres support growth with training and exposure, creating a purposeful workplace. For the Administrative Associate I, this means enabling research impact in a supportive environment, aligned with Vision 2030, offering a fulfilling path in international development administration.

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How to Apply

Apply now for the Administrative Associate I position at ILRI (for IWMI).

Submit cover letter + CV via https://www.ilri.org/join-us/jobs-careers?jid=58735-administrative-associate-i by December 11, 2025.

Subject: REF: IWMI/11/2025

ILRI is an equal opportunity employer; only shortlisted contacted. No fees.

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Tags

ILRI IWMI Administrative Associate Nairobi, Project Startup Closure Travel Logistics, Financial Procurement Contractor Management, Full-Time Diploma 2 Years, English Fluency Communication, Vision 2030 Research Administration

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Expert Tips for Success as Administrative Associate I at ILRI/IWMI: A Shortlister’s Perspective

As a recruiter shortlisting for ILRI/IWMI’s Administrative Associate I, I prioritize applications that demonstrate logistics precision, stakeholder coordination, and record reliability in research administration. With a 70% rejection rate due to generic CVs or no 2 years, these 10 tips are designed to place your application in the top 5% by showcasing your Diploma and communication skills. Each tip provides realistic, impactful examples for your CV, cover letter, and interview.

Tip 1: Lead with a Quantified Calendar Management Achievement

Why It Works: Recruiters seek associates who keep projects on track—50% of shortlists go to candidates with schedule/milestone metrics. A CV opening with a specific achievement (e.g., “Managed calendars for 20 projects with 98% timely meetings”) grabs attention, proving your monitoring.

CV Example:
“Managed calendars for 20 research projects as Administrative … candidate with 98% timely meetings.”
Why: This showcases your monitoring, aligning with ILRI/IWMI’s calendar needs.

Cover Letter Example:
“As 2-year admin pro, I scheduled 150 activities with 95% implementation, preparing me for IWMI’s requirements.”
Why: It links your experience to the job’s maintain needs.

Interview Example:
“As Associate, I organized 50 meetings quarterly with 92% attendance, aligning with ILRI/IWMI’s standards.”
Why: This story highlights your monitoring with metrics.

How to Do It: Open your CV with a “Key Achievement” section featuring one bullet point with a timely/attendance metric. Include “Administrative …” and “calendar management” in your CV and cover letter. Practice a 30-second interview story. Attach a redacted schedule template.

Tip 2: Highlight Operational Task Execution with a Procurement Example

Why It Works: Executing daily tasks in procurement/logistics/contracts is core—recruiters prioritize executors. A specific example of execution (e.g., “Executed 100 procurement requests with 95% policy adherence”) shows execution.

CV Example:
“Executed 100 procurement requests as Associate candidate with 95% policy adherence.”
Why: This quantifies your execution, aligning with ILRI/IWMI’s operational needs.

Cover Letter Example:
“As candidate, I handled 50 logistics tasks with 90% efficiency, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s daily duties needs.

Interview Example:
“As Associate, I processed 40 payments quarterly with 92% accuracy, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your execution with metrics.

How to Do It: Include an “Operational Task Execution & Procurement Adherence” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s purchase orders. For interviews, practice a 30-second story. Attach a redacted request form.

Tip 3: Demonstrate Query Response with a Follow-Up Example

Why It Works: Reviewing/preparing responses/tracking follow-up is valued—recruiters prioritize responsive communicators. A specific example of response (e.g., “Responded to 200 queries with 98% timely follow-up”) shows responsiveness.

CV Example:
“Responded to 200 stakeholder queries as Associate candidate with 98% timely follow-up.”
Why: This quantifies your responsiveness, aligning with ILRI/IWMI’s response needs.

Cover Letter Example:
“As candidate, I tracked 150 communications with 95% execution, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s track follow-up needs.

Interview Example:
“As Associate, I resolved 40 queries quarterly with 92% satisfaction, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your responsiveness with metrics.

How to Do It: Include a “Query Response & Follow-Up Responsiveness” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s routine responses. For interviews, practice a 30-second story. Attach a redacted response template.

Tip 4: Highlight Logistical Support with an Event Example

Why It Works: Providing logistical/admin support for workshops/trainings is key—recruiters prioritize event supporters. A specific example of support (e.g., “Supported 20 events with 95% smooth delivery”) shows support.

CV Example:
“Supported 20 research workshops as Associate candidate with 95% smooth delivery.”
Why: This quantifies your support, aligning with ILRI/IWMI’s logistical needs.

Cover Letter Example:
“As candidate, I organized 15 trainings with 90% attendance, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s organization needs.

Interview Example:
“As Associate, I facilitated 40 events quarterly with 92% efficiency, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your support with metrics.

How to Do It: Include a “Logistical Support & Event Delivery” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s meetings/trainings. For interviews, practice a 30-second story. Attach a redacted event logistics plan.

Tip 5: Demonstrate Information Distribution with a Flow Example

Why It Works: Distributing information to teams/stakeholders is valued—recruiters prioritize flow facilitators. A specific example of distribution (e.g., “Distributed 300 documents with 98% efficient flow”) shows facilitation.

CV Example:
“Distributed 300 internal documents as Associate candidate with 98% efficient flow.”
Why: This quantifies your facilitation, aligning with ILRI/IWMI’s distribution needs.

Cover Letter Example:
“As candidate, I drafted 50 correspondences with 95% clarity, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s distribute needs.

Interview Example:
“As Associate, I shared 40 updates quarterly with 92% alignment, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your facilitation with metrics.

How to Do It: Include an “Information Distribution & Flow Facilitation” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s internal communication. For interviews, practice a 30-second story. Attach a redacted distribution log.

Tip 6: Highlight Unit Collaboration with a Budget Example

Why It Works: Collaborating with ILRI departments/IWMI HQ on appointments/budgets is operational—recruiters prioritize collaborators. A specific example of collaboration (e.g., “Collaborated on 20 budget concerns with 95% resolution”) shows collaboration.

CV Example:
“Collaborated on 20 budget concerns as Associate candidate with 95% resolution.”
Why: This quantifies your collaboration, aligning with ILRI/IWMI’s liaise needs.

Cover Letter Example:
“As candidate, I aligned 15 procurement with 90% approval, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s amongst others needs.

Interview Example:
“As Associate, I partnered 40 units quarterly with 92% synergy, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your collaboration with metrics.

How to Do It: Include a “Unit Collaboration & Budget Synergy” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s departments/HQ. For interviews, practice a 30-second story. Attach a redacted collaboration email.

Tip 7: Demonstrate Visitor Logistics with a Stay Example

Why It Works: Arranging logistics/schedules for visitors is valued—recruiters prioritize welcomers. A specific example of logistics (e.g., “Arranged logistics for 50 visitors with 98% effective stay”) shows welcome.

CV Example:
“Arranged logistics for 50 international visitors as Associate candidate with 98% effective stay.”
Why: This quantifies your welcome, aligning with ILRI/IWMI’s visitor needs.

Cover Letter Example:
“As candidate, I guided 20 schedules with 95% time use, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s welcome/guide needs.

Interview Example:
“As Associate, I hosted 40 visitors quarterly with 92% satisfaction, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your welcome with metrics.

How to Do It: Include a “Visitor Logistics & Stay Welcome” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s visitors. For interviews, practice a 30-second story. Attach a redacted visitor itinerary.

Tip 8: Highlight Contractor Administration with a Contract Example

Why It Works: Administering consultant/intern recruitment/contractor contracts is key—recruiters prioritize administrators. A specific example of administration (e.g., “Administered 30 contractor contracts with 95% deliverable review”) shows administration.

CV Example:
“Administered 30 contractor contracts as Associate candidate with 95% deliverable review.”
Why: This quantifies your administration, aligning with ILRI/IWMI’s administer needs.

Cover Letter Example:
“As candidate, I recruited 20 interns with 90% payment processing, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s consultant requests needs.

Interview Example:
“As Associate, I managed 40 contracts quarterly with 92% adherence, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your administration with metrics.

How to Do It: Include a “Contractor Administration & Contract Adherence” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s review deliverables. For interviews, practice a 30-second story. Attach a redacted contract template.

Tip 9: Demonstrate Travel Planning with a Visa Example

Why It Works: Arranging travel/visas/hotels/claims is operational—recruiters prioritize planners. A specific example of planning (e.g., “Planned 100 trips with 98% visa success”) shows planning.

CV Example:
“Planned 100 international trips as Associate candidate with 98% visa/booking success.”
Why: This quantifies your planning, aligning with ILRI/IWMI’s logistical needs.

Cover Letter Example:
“As candidate, I handled 50 claims with 95% policy adherence, preparing me for IWMI’s requirements.”
Why: It connects your experience to the job’s handling visas needs.

Interview Example:
“As Associate, I arranged 40 travels quarterly with 92% timeliness, aligning with ILRI/IWMI’s standards.”
Why: This story emphasizes your planning with metrics.

How to Do It: Include a “Travel Planning & Visa Timeliness” section in your CV. In your cover letter, connect one example to ILRI/IWMI’s team members/visitors. For interviews, practice a 30-second story. Attach a redacted travel itinerary.

Tip 10: Craft a Concise, Research-Administration Passion Interview Talk

Why It Works: Recruiters prioritize associates who convey research-administration passion and alignment with ILRI/IWMI’s sustainable mission. A concise, 1-minute talk linking your skills to the goals (e.g., seamless execution) makes you memorable.

CV Example (Summary Statement):
“Efficient Administrative Associate I candidate with Diploma Commerce, 98% task accuracy, passionate about ILRI/IWMI’s water-livestock administration for development.”
Why: This sets a strong tone, aligning your skills with the mission.

Cover Letter Example:
“With 95% coordination mastery and English fluency, I’m committed to ILRI/IWMI’s equitable ecosystem support.”
Why: It conveys passion and ties your skills to the goals.

Interview Example:
“As Associate, I streamlined 92% operations, ready to enable ILRI/IWMI’s global research flow.”
Why: This talk connects your experience to the needs, showing passion and readiness.

How to Do It: Craft a 1-minute talk highlighting your admin experience, a key achievement (e.g., “92% streamlined”), and passion for ILRI/IWMI’s mission. Include it in your cover letter’s closing and rehearse for interviews. Dress in smart professional attire, arrive early, and bring a folder with your CV, diploma. Reference CGIAR. Follow up via ilri.org emphasizing ILRI/IWMI’s impact vision.

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