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:-
Ensuring timely receipts of invoices and payments of travel done by ICRAF staff
Follow up on monthly charge backs on air ticket and carbon foot print levies by working closely with Financial Services Unit (FSU)
Ensuring adherence to the various agreements entered between ICRAF and the various airlines
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:-
Providing administrative support to the Head of Operations Unit
Working with the assistant Operations Manager in areas of facility management,
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.
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