Assistant to the Project Manager

The International Livestock Research Institute (ILRI) seeks to recruit an Assistant to the Project Manager who will provide critical organizational, logistical, and financial support to a dynamic research team working on molecular parasitology (e.g., Theileria, Leishmania) and entomology (ticks, sandflies and mosquitoes). The role combines scientific operations and administrative management, ensuring efficient coordination of lab activities, grants, travel, and communications.

ILRI is an international organization working for better lives and better planet through livestock. ILRI’s mission emphasises the interconnections between people, animals, and the environment, aiming to improve the lives of more than 300 million people in low- and middle-income countries through livestock science that supports equitable and resilient livestock systems, ultimately contributing to food systems transformation with climate and environmental benefits. This mission is delivered through two core strategic objectives: co-designing and deploying sustainable, science-based livestock solutions, and leveraging science to inform and influence policy and investment decisions.

ILRI is a member of the CGIAR, a global research alliance that works to transform food, land and water systems in a climate crisis and is the only CGIAR centre dedicated to addressing multiple development challenges through sustainable livestock solutions.

• Maintain project databases and filing systems to ensure 100% accuracy and accessibility, updated weekly.
• Collect and collate data for project documentation and reports, ensuring all deliverables are submitted by scheduled deadlines.
• Monitor daily project activities against work plans, ensuring at least 95% of tasks are completed on time each month.
• Facilitate project operations (procurement, recruitment, knowledge sharing), completing all tasks within agreed timelines.
• Communicate project information to relevant stakeholders with updates provided bi-weekly or as required.

• Schedule and document lab meetings, seminars, and conferences and ensure minutes are circulated within 48 hours.
• Onboard new team members (scientists, students, technicians) by providing lab access, training records, and safety protocols within the first week of joining.
• Maintain team calendars and track deadlines for grant submissions and ethics approvals, sending reminders to the PI at least 1 week before each deadline.

• Process purchase orders for lab supplies and track budgets to ensure spending remains within 100% of approved allocations.
• Support grant applications by compiling documents, formatting CVs, and ensuring compliance with donor regulations, with applications submitted on schedule.
• Reconcile project expenses (travel, fieldwork) and coordinate with finance teams to ensure monthly reconciliation is completed within 10 days of the end of travel / field trip.

• Draft and edit reports, newsletters, and website content highlighting research outputs, with each report finalized within 5 business days of data receipt.
• Coordinate communications with collaborators by preparing agreements and MoUs, ensuring all documentation is completed before project start.

• Perform additional tasks as assigned, ensuring completion within agreed timelines and alignment with project objectives.

• Bachelor’s degree or Diploma in relevant field
• Two years relevant experience with degree or five years relevant experience with diploma
• Good understanding of methods, techniques and procedures

• Technical training in project management – desirable
• Good understanding of methods, techniques and procedures
• Effective administrative skills 
• Effective communication and writing skills
• Experience in facilitating teamwork and collaboration across multiple functions
• Experience working in an international organization

ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants' bank accounts.

To find out more about ILRI, visit our websites at http://www.ilri.org/

• More ILRI jobs

This position is at job level HG12 and it is only open to Kenyan nationals. The position is a 3-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes pension, medical and other insurances.