Jobs at World Agroforestry Centre (ICRAF)

Job Summary

The Finance and Administrative Assistant will provide financial and administrative support to AFF in collaboration with other units within the institution.

Job Description

Financial Management

•  Support in implementation of financial policies and procedures.
•  Support the facilitation of all financial procedures in adherence to internal control systems.
•  Liaise with ICRAF on financial matters between the two organizations.
• Offer support in the administration and reconciliation of relevant accounts to keep clear records of all AFF accounts.
•  Ensure transactions are well documented and properly recorded and well into the ICRAF Agresso accounting system.
•  Facilitate in disbursement of funds to various AFF partners based on related financial agreements between AFF and other institutions and individuals collaborating and working with AFF. Follow up and review accounting reports for disbursements done, provide relevant feedback and guidance to partners to enhance accuracy of partners accounting reports.
• Support the facilitation of the financial aspects related to organization.
•  Initiate and follow-up on payments and reimbursements for suppliers and contracted experts.
• Maintain an updated data base of the AFF experts’ payments based on real time data posted in the Agresso system.
•  Prepare monthly bank reconciliations for all AFF bank accounts.
• Provide support in the preparation of budgets and financial reports.
• Support the execution of the annual financial audit.
•  Ensure proper filling and archiving of AFF’s financial documents, including contracts with donors, minutes of meetings with donors, and minutes of Finance Committee.

 Administrative support

• General administrative support to staff at Secretariat, AFF’s experts and consultants, members of the organs of AFF.
• Support in facilitation of procurement of project goods and services, usage, and monitoring of supplies and equipment.
• Support in handling of administrative aspects related to organization and execution of meetings, workshops, and conferences.
• Support in the maintenance of the AFF assets register, do periodic verification to ensure assets records are well maintained.
• Assist in responding to concerns raised by AFF contracted experts and partners.
• Maintain address lists, in collaboration with the Senior Administrative Officer.
• Assist in coordinating travel arrangements for AFF staff and for people sponsored by AFF.
• Respond to routine correspondence.
• File correspondence, reports, minutes, project files, etc.
• Other duties as may be assigned from time to time.

Requirements

• Bachelor’s Degree in Commerce /Business Administration or a related field.
• CPA (11) or international equivalent.
• 4 years’ experience in financial management, accounting, and administration preferably with donor-funded international organizations and NGOs.

 
Personal attributes and competencies

• Attention to details.
•  High level of integrity.
• Ability to Communicate effectively and decisively.
•  Ability to organize and manage multiple priorities, work under pressure, and meet deadlines.
• Good understanding of budgeting and financial management procedures.
• Proficiency in the use of ERP accounting software preferably the Agresso system.
• Computer Proficiency in general office software (Word, PowerPoint, Excel) is required.
•  Knowledgeable in office administration.
• Excellent Interpersonal skills demonstrated ability to work effectively in a multicultural team.
• Strong self-starter with initiative to identify opportunities and take appropriate action.
•  Proactive In problem solving and positive approach to learning on the job.
• ​ Be fluent in English.

Closing date: 20 April 2022

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Job Summary

The Knowledge Management Specialist will provide day to day support and guidance on the effective implementation of the Knowledge Management Strategy (2021-2025) and practices by the institution.

Job Description

Summary of responsibilities

Knowledge Management Strategy coordination and implementation  

• Support the implementation and monitoring of the KM strategy in line with the AFF Strategic Plan (2021-2025) and associated work plans.
• Provide advice to AFF staff in integrating knowledge management into programmes, projects and other initiatives.
• Contribute to documentation of key lessons learned and good practices for reporting and organizational learning.
• Prepare semi and annual KM reports and analyses.

Strengthen systems for generating, gathering and customizing knowledge

•  Identify and curate external knowledge of relevance for AFF.
• Strengthen planning of knowledge products at AFF.
• Strengthen quality assurance processes for AFF knowledge products.
• Optimize functionalities for how knowledge is organized and made easily accessible.
• Strengthen and maintain the repository of knowledge products produced by AFF.
• Utilize open-source library automation software—Google Scholar, Research Gate and KOHA—to ensure listing of AFF knowledge products.
• Create and integrate global identifier systems, such as Open Researcher Contributor Identification Initiative (ORCID) and Digital Object Identifiers (DOIs) to connect AFF research with science gateways; and help track online use and impact of AFF knowledge products.

Promote the use of knowledge in policy and practice

• Propose and promote creative solutions for uptake of knowledge generated by AFF to facilitate policy making and cultivate policy action.
•  Lead in the finalization of AFF policy briefs and fact sheets and sharing them in a timely manner to relevant constituencies.
•  Support diversification of knowledge in multimedia and interactive formats that include podcasts, data visualizations, infographics, animations, and social media videos etc.
•  Support design and quality assurance of workshops, trainings, and webinars.

 Leverage knowledge through collaborative workflow

• Undertake mapping of AFF’s existing and potential financial, technical and knowledge partnerships.
•  Maintain, update, and categorize database of AFF members and other African forestry stakeholders.
•  Identify and promote co-authoring/co-publishing opportunities with strategic partners.
• Oversee the functioning of AFF Communities of Practice (CoPs).
• Coordinate working with knowledge champions to facilitate peer-peer learning.
•  Promote uptake of KM tools, systems, and processes for collaborative working

       Online tools overview and support

• In collaboration with the Senior Communications Officer, support development and maintenance of the AFF website, intranet as well as social media.
• Support preparation of web analytics of online tools.
• Support online surveys by maintaining subscriptions to online survey tools and providing technical support as required.
• Support development of a catalogue of AFF publications and knowledge products for ease of reference.

Impact assessment and learning

•  In collaboration with the Planning, Monitoring, Evaluation and Reporting (PMER) Specialist monitor and track uptake and impact of knowledge generated and shared by AFF; through:
  • undertaking an AFF audience survey
  • using social media metrics (jointly with Communication Specialist).
  • measuring knowledge management and reporting on progress against selected indicators.
• Identify opportunities to strengthen the capacity of partners through KM training and knowledge sharing.
•  Provide regular training on KM through webinars and face-to-face meetings.
• Advance mentorship opportunities for young forestry professionals to take up knowledge brokering roles.
• Any other responsibilities as assigned by the Executive Secretary.

Requirements

• An MSc in Knowledge Management, Communications, Journalism, Public Relations, Corporate Communications, or related fields.
• Background in a natural resource management related field (e.g., forestry, environmental sciences) is an advantage.
• A minimum of five years of progressively responsible work experience in knowledge management, communication (such as in print, broadcast, web, and social media) and public relations in international organisations.
• Demonstrated experience in creating and implementing knowledge management strategy is needed. 
• Ability to develop compelling stories from work similar to that of AFF.
• Demonstrated skills in establishing and maintaining knowledge management practices relevant to AFF.
•  Demonstrated skills in developing and maintaining websites, intranets and social media sites.

Closing date: 22 April 2022