Assistant to the Project Manager at International Livestock Research Institute (ILRI)

Assistant to the Project Manager at International Livestock Research Institute (ILRI) – International Livestock Research Institute (ILRI) Kenya Job Details

About the Role

The International Livestock Research Institute (ILRI) is recruiting for an Assistant to the Project Manager position in Nairobi. This is a full-time role supporting research initiatives aimed at improving food security and reducing poverty across developing countries through sustainable livestock development. ILRI operates as a CGIAR research centre, part of a global partnership focused on creating food-secure futures through evidence-based agricultural science.

As Assistant to the Project Manager at International Livestock Research Institute (ILRI), you will serve as a key operational backbone for project delivery. Your work will span project coordination, research team support, grant administration, and communications—ensuring that timelines are met, documentation is accurate, and stakeholders remain informed throughout project lifecycles.

Key Responsibilities

• Oversee project databases and filing systems to guarantee complete accuracy and accessibility, with updates completed on a weekly basis.
• Gather and consolidate data for project documentation and reports, ensuring all deliverables reach stakeholders by their scheduled dates.
• Track daily project activities against approved work plans, maintaining a minimum 95% on-time task completion rate each month.
• Coordinate project operations including procurement, recruitment, and knowledge-sharing activities, completing all tasks within agreed timelines.
• Provide regular project updates to stakeholders via formal communications delivered bi-weekly or as circumstances require.
• Schedule and document lab meetings, seminars, and conferences, circulating meeting minutes within 48 hours of completion.
• Onboard new team members—including scientists, students, and technicians—by arranging lab access, documenting training records, and providing safety protocol orientation within the first week.
• Maintain team calendars and monitor deadlines for grant submissions and ethics approvals, sending reminders to the Principal Investigator at least one week in advance.
• Process purchase orders for laboratory supplies and monitor budget expenditures to ensure spending remains within 100% of approved allocations.
• Support grant applications by assembling required documents, formatting CVs, and confirming compliance with donor requirements, with all submissions meeting scheduled deadlines.
• Reconcile project expenses relating to travel and fieldwork, coordinating with finance teams to complete monthly reconciliation within 10 days of trip conclusion.
• Draft and edit reports, newsletters, and website content that highlight research findings, with each deliverable finalized within 5 business days of receiving data.
• Coordinate with collaborating institutions by preparing partnership agreements and Memoranda of Understanding, ensuring all documents are completed prior to project commencement.

Requirements & Qualifications

• Bachelor’s degree or Diploma in a relevant field of study.
• A minimum of 2 years of professional experience in a related area if you hold a bachelor’s degree, or 5 years of experience if you hold a diploma.
• Solid understanding of project management methods, techniques, and standard procedures.
• Technical training or certification in project management (desirable but not required).
• Demonstrated administrative capability with strong organizational and time management skills.
• Excellent written and verbal communication abilities, with proficiency in professional correspondence and report writing.
• Proven ability to facilitate teamwork and collaboration across multiple departments and functional areas.
• Prior experience working within an international organization or multicultural team environment.

What to Expect

• Work within a research-focused environment where precision, attention to detail, and deadline management are paramount to organizational success.
• Interact regularly with international partners, research scientists, and administrative teams, requiring clear communication and strong interpersonal skills.
• This Assistant to the Project Manager at International Livestock Research Institute (ILRI) position in Nairobi is open to qualified candidates. Click Apply below to submit your application.