(Ref No: DDG-R4D/PA/EiA/02/22)

Background: The International Institute of Tropical Agriculture (IITA) invites applications for the internationally recruited position of Program Administrator – EiA.

The International Institute of Tropical Agriculture (IITA) is a not-for-profit institution that
generates agricultural innovations to meet Africa’s most pressing challenges of hunger,
malnutrition, poverty, and natural resource degradation. Working with various partners across
sub-Saharan Africa, we improve livelihoods, enhance food and nutrition security, increase
employment, and preserve natural resource integrity. IITA is a member of CGIAR, a global
agriculture research partnership for a food secure future. Please visit http://www.iita.org/ for
more information on IITA.

The Program Administrator – EiA has the responsibility of providing administrative and
programmatic support to the Excellence in Agronomy Program (EiA), to ensure effective
delivery of Program deliverables and outcomes.

Position Responsibilities
The program administrator – EiA will perform the following duties, among others:

Donor and Partner Agreement Administration

• In liaison with Proposal Development and Administration Unit (PDAU) and the project team, actively participate in review of donor agreements and other amendments.
• Ensure compliance with the agreement and applicable donor guidelines, as well as IITA policies and procedures.
• Work with PDAU to develop partner contracts/sub-grants in line with donor grant agreements and ensure that all administrative issues and concerns are addressed.

Accounting and Donor Reporting

• Coordinate processing of financial and technical reports ensuring correctness and timely submission to the donor.
• Work with project team in budgeting and making reallocations as necessary and work with PDAU to follow up with donor for any necessary approvals.
• On a monthly basis review transaction posted to the project cost centers to ensure correctness and accuracy.
• Monitor the project overall budget and various program cost centers spending levels, making follow up with respective budget officers as required.
• Compile program cash flow projections and follow up with Finance directorate on partner and supplier disbursements.
• Manage and ensure that all relevant program databases and repositories are kept up to date.
• Work with Finance directorate to coordinate donor directed audits as may be required.

Partnerships and capacity building

• Build and maintain good working relationships with all program stakeholders.
• Maintain partner matrices and monitor execution of planned deliverables.
• Follow up with partners and monitor timely completion and submission of reports to IITA.
• Orient partners with the donor and IITA accounting, financial reporting and procurement procedures and guidelines.
• Coordinate EiA student engagement and follow up on disbursements of fees and relevant benefits.
• Support linkages with other initiatives and centers within the one CGIAR.

Communication

• Liaise with Communications department on articles and material to be published on IITA and external media.
• Maintain a database of publications and printed material.
• Maintain subscription to relevant online platforms and ensure it is kept up-to-date.

Other program administration

• Compile and manage the program annual procurement plan in line with IITA and donor guidelines.
• Organize and coordinate program meetings, workshops and team building events.
• Manage the program fixed asset and inventory register.
• In liaison with Human Resources and Hub/station administration, participate in recruitment of the program staff.
• Follow up on engagement, delivery, and subsequent payments to program consultants.
• Manage the program close out process following donor guidelines.
• Perform any other work-related duties as may be assigned by the Central Africa Hub (CAH) Director.

Educational Qualifications

The candidate should have an advanced University degree or Masters’ degree in Project Management, Finance and any other related field with three to five years of work experience in a similar role, preferably in an international non-profit & non-governmental setting.

Core Competencies

• Demonstrated experience in project management and conversant with different donors reporting requirements.
• Workable knowledge of the proposal development processes.
• Proficient in using Microsoft Office products (including Excel, Word, PowerPoint) and other project management tools.
• Must be able to work independently with minimal supervision, but also participate as a team member in the accomplishment of duties.
• Strong attention to detail and ability to maintain a timely and efficient workflow.
• A positive attitude and strong service orientation.
• Possess excellent interpersonal and communication skills, sound judgment, and a high level of respect for confidentiality.
• Ability to work in a multi‐cultural environment.
• Commitment to IITA’s mission and core values.

Duty Station: Nairobi, Kenya.

General information:

The contract will be for an initial period of two years. IITA offers an internationally competitive remuneration package paid in US Dollars.

Applications:

Applications must include a cover letter, which should address how the candidate’s background/experience relates to the specific duties of the position applied for,
curriculum vitae, names and addresses of three professional referees (which must include either the Head of the applicant’s current or previous organization or applicant’s direct Supervisor/Superior at his/her present or former place of work). The application should be addressed to the Head, Human Resources Service. Please complete our online application form using this link: http://www.iita.org/careers

Closing Date: 9th March 2022

IITA is an equal opportunity employer and is committed to building a diverse workforce, particularly welcoming applications from women.

While all applications will be acknowledged, please note that only shortlisted candidates will be contacteed.