International Fertilizer Development Center (IFDC) – Nairobi, Kenya Office is hiring an Administrative Officer

IFDC is currently seeking passionate individuals to join its team, as the organization continues to expand its impact and work towards creating positive changes in agriculture and sustainable soil management across the world.

About IFDC

IFDC is a public international organization active in 27 countries in Africa, Asia, and America. IFDC uniquely approaches the global issues of food security and poverty by bridging the gap between research and impact, combining science-based innovations, holistic market systems development, an enabling policy environment, and strategic partnerships to assist farmers and countries to identify and scale sustainable agricultural solutions, including improved nutrient use efficiency.

These approaches are needed to boost soil health and crop productivity while reducing the environmental impact of fertilizer use. IFDC translates research into action by using locally driven, environmentally sound, and impact-oriented solutions. With our partners, we seek to close the yield gap, eradicate global hunger, safeguard the soil on which our lives depend, and generate economic resilience for farming households and the countries in which they live.

The incumbent will provide support to the Country Director in-country administration issues while working closely with the Country Procurement Officer by performing an oversight role in the administrative management of the country office and ensuring uniformity and compliance with IFDC policies. She/he is responsible for managing, coordinating, and directing the country office’s work in Administration and support such as travel, inventory, vehicles, and drivers.

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Main duties are:

Administrative And Facilities

  • Serve as the first point of contact for the IFDC office. Oversee guests, manage and direct office mailing and communication.
  • Ensure routine maintenance of the office facility and ensure the office meets the required security and health standards.
  • Plan and execute regular and emerging office meetings and events.
  • Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)
  • Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.
  • Support in the onboarding process for new admin staff
  • Responsible for arranging and coordinating in-house and off-site conferences, retreats, and other official staff events.
  • Support the Country Director in the coordination of staff meetings.
  • Maintain regular and timely communication with global teams on country administrative and operational matters.
  • Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras, etc) and ensure they are in good functioning condition.
  • Coordinating the office administrative errands.
  • Responsible for receiving all goods procured in the country and ensuring procured goods meet all specifications by the requester.
  • Control and manage IFDC equipment, (disposal, inventory, and the management of IFDC fleet of vehicles)
  • Oversee the administration and management of service provider contracts and management of office supplies.
  • Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel

  • Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, and purchase flight tickets, for project staff on official trips and project activities.
  • Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)
  • Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires, etc.
  • Contribute to the ongoing improvement of travel policy and processes.
  • Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agents and employees.
  • Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance And Registration

  • Ensure the IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits, and the government.
  • Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep a record of staff visa and work permit timelines and renewal dates.
  • Provide periodic administration reports or as per the need to the Country Director; and
  • Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities

Reporting and Work Relationships

The Administrative office position reports to the Country Director IFDC Kenya Office, his/her designee


This position is tenable at the IFDC Kenya Office


IFDC’s benefits include annual and sick leave, health and group life insurance coverage, a 13th-month salary, social security and pension contribution in compliance with local laws, and end-of-contract benefits.

Salary Clause

The salary grade for this position is BG 9. The proposed starting salary for this position is KES 350,572.00 gross per month.

The determination of new employee salaries takes into account various factors. These include the salary range linked to the assigned job grade, the candidate’s qualifications in relation to the job’s responsibilities and prerequisites, internal fairness, the competitive state of the job market, as well as potential organizational and budgetary considerations.

Diversity Clause

IFDC is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion, and offers equal employment opportunities based on ability, performance, and potential. Equal opportunity is integral to the recruitment and selection practices at IFDC. IFDC recognizes the value of recruiting employees with different backgrounds, knowledge, experiences, perspectives, and beliefs. IFDC recognizes and values the contribution of people with a diverse background in capabilities, experience, and perspectives. Diversity encompasses gender, age, experience, education, ethnicity, religion, sexual orientation, and cultural backgrounds as well as other dimensions such as lifestyle and family responsibilities.

About Program/Project

IFDC ( is an International Public Non-Profit Organization striving to improve the livelihood of people in developing countries throughout the world. Its mission is to facilitate the sustainable improvement of agricultural productivity through the development and transfer of effective and environmentally sound plant nutrient technology and agricultural marketing.

Required Skills

  • Ability to work independently under pressure and meet tight deadlines.
  • Ability to work in a multidisciplinary and international environment.
  • Strong interpersonal skills, team player with the ability to maintain effective work relationships.
  • Previous experience as an Administrative Officer or any relevant experience.
  • Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
  • Ability to assess priorities and work on own initiative.
  • Great organizational skills and attention to detail in the operationalization of administrative tasks.
  • Good communication and interpersonal skills.
  • Strong sense of integrity and personal commitment to the achievement of goals.
  • Good teamwork skills

Required Experience

  • A Master’s degree in business administration, Business Management, Administration, supply chain management, or any other related field and a flair for detail.
  • A certification in office administration is a plus.
  • Over 7 years of practical experience in office management or similar posts in the NGO sector.
  • Strong computer skills with experience in MS Office software, communication tools (e.g. teams, zoom), and the Internet.
  • Proficiency in English, both in verbal and written communication.
  • Ability to communicate in French, as a second language, would be a definite advantage

Application Deadline: Unspecified


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