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Sep 25, 2017

World Agroforestry Centre Travel, Visitors & Conference Assistant Job in Kenya

World Agroforestry Centre (ICRAF) 

Job Vacancy: Travel, Visitors & Conference Assistant
 
About our organization: The World Agroforestry Centre (ICRAF) is a non-profit global research organization that generates science-based knowledge about the diverse and important roles that trees play in agricultural landscapes and rural livelihoods. 


The Centre’s vision is rural transformation in the developing world, as family farmers use tree-based solutions based in agroforestry to improve food security, nutrition, income, soil, human and ecosystem health, and to help them adapt to and mitigate climate change. 

With their multidisciplinary research and the knowledge they generate, ICRAF and its partners advance policies and practices that benefit the poor and the environment.
 
The Centre’s headquarters are in Nairobi, Kenya, and it conducts research in more than 30 countries in Africa, Asia and Latin America. ICRAF is a member of the Consortium of 15 independent agricultural research centres of CGIAR.
 
To learn more, please visit our website: www.worldagroforestry.org
 
The Position: The holder of the position shall provide administrative and logistical support to ICRAF’s front office, Procurement and the Travel, visitors and Conferences office.
 
Duties and Responsibilities
  • Together with the Audio Visual Officer, manage the day to day allocation of conference resources and equipment
  • Follow up to ensure timely chargebacks to internal and external stake holders and that the charges are credited to Operations account.
  • Facilitate hotel bookings for clients during various meetings using the prequalified list of hotels and securing all inbound and outbound bookings and ensure that payments are done on time.
  • Act as the link person between ICRAF administrators and the various hotels and providing feedback to both parties.
  • In conjunction with both internal and external stakeholders prepare budgets, implement and monitor the events
  • Establish Standard Operation Procedures (SOPs) with prequalified service providers within the event management industry for efficient and effective running of conferences and symposia.
  • Together with the travel Agency provide support to the travel function of the Centre through:-
  1. Ensuring timely receipts of invoices and payments of travel done by ICRAF staff
  2. Follow up on monthly charge backs on air ticket and carbon foot print levies by working closely with Financial Services Unit (FSU)
  3. Ensuring adherence to the various agreements entered between ICRAF and the various airlines
  4. Consult with ICRAF administrators on quarterly basis for feedback on various areas of improvement on services offered by the Travel Agency
  • In liaison with the Administrators, manage the catering services, events, conferences and meetings.
  • Working with the Operations Unit by:-
  1. Providing administrative support to the Head of Operations Unit
  2. Working with the assistant Operations Manager in areas of facility management,
  3. Action follow-up and closely monitor execution of facility maintenance works
  • Produce quarterly reports – travel cost analysis, conferences usage
  • Performs other duties as assigned by supervisor.
Required Academic and Professional Qualifications:
  • Bachelor’s degree in Business administration/Events planning or related field. Working knowledge of MS Office applications.
Required Skills and Competencies:
  • At least 3 years’ experience in Travel, events and hospitality industry.
  • Excellence in complete travel coordination from air to hotels including ground transfers.
  • Previous experience in event management.
Terms of offer: We offer a collegial, diverse and gender-sensitive working environment, and we encourage applications from qualified women. 

This position is remunerated on Local Terms. 

The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.
 
How to apply:
 
CLICK HERE to apply online by completing the application form and attach your cover letter and CV/Resume (as one document – labelled with your First Name and Last Name).
 
Applications will be considered until 03 October 2017. 

Please note that only short-listed applicants meeting the above requirements will be contacted.

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