Administrative Officer, Office of the COO

> Administrative Officer, Office of the COO Reference number: 202661 Job status: In-progress Job category: Local Position Duty station: Nairobi, Kenya Download PDF Landscape Alliance Landscape Alliance transforms science into action, unlocking the power of trees, forests and agroforestry landscapes to advance planetary health and human well-being. Landscape Alliance is the operating name of the Center for International Forestry Research (CIFOR) and the International Centre for Research on Agroforestry (ICRAF). CIFOR and ICRAF are independent International Organizations and CGIAR Research Centers. Landscape Alliance is looking for a Administrative Officer, Office of the COO Overview The Administrative Officer in the Office of the Chief Operating Officer (COO) provides high-level administrative, coordination, and operational support to ensure the smooth and efficient functioning of the COO’s Office. The role serves as a key liaison between the COO, internal teams, and external stakeholders, facilitating clear communication, timely follow-up, and effective delivery of operational priorities. The position supports coordination across units and teams within the COO’s portfolio, including the preparation and monitoring of annual workplans, tracking progress against agreed deliverables, and ensuring timely reporting in line with organizational requirements Duties and responsibilities 1. Executive and Operational Support Manage the COO’s calendar, prioritize meeting requests, and coordinate travel, logistics, and briefing materials. Serve as the primary point of contact for the COO’s Office, screening and prioritizing emails, calls, correspondence, and requests. Prepare, edit, and format executive summaries, operational reports, presentations, and meeting materials. Organize meetings between the COO and relevant teams, prepare agendas, capture action points, track deadlines, and follow up on deliverables. Establish and maintain effective communication channels within the COO’s Office and across teams. Develop and strengthen administrative structures and workflows that support the effective functioning of the COO’s Office. Maintain professional relationships with visitors, partners, collaborating organizations, and government stakeholders. 2. Process Improvement and Project Coordination: Support the COO in streamlining cross-team workflows and standardizing operating procedures. Track organizational and operational key performance indicators, milestones, and progress against agreed priorities. Coordinate special projects and strategic initiatives led by the Office of the COO. Act as a liaison between the COO and administrative, operational, and technical teams to ensure alignment and timely execution. Identify administrative bottlenecks and recommend practical improvements to enhance efficiency and accountability. 3. Administrative Management Maintain organized, accurate, and confidential records for the COO’s Office. Manage and monitor the COO’s Office budget, expenditures, procurement requests, invoices, and expense reports. Coordinate operational updates, policy communication, and administrative information flow across the organization. Oversee logistics, procurement activities, office requirements, and administrative support related to the COO’s Office. Ensure compliance with internal procedures for document management, confidentiality and reporting. Requirements Bachelor’s degree in Business Administration, Management, Operations, or a related field. At least 5 years of experience providing high-level administrative, executive, or operational support, preferably in a complex, fast paced, and/or international organization . Administrative and coordination skills: Strong ability to manage schedules, organize meetings, track deliverables, follow up on actions, and coordinate multiple priorities. Communication skills: Excellent written and verbal communication skills, with the ability to prepare clear reports, presentations, minutes, and correspondence. Technology proficiency: Strong proficiency in Microsoft Office 365 and other productivity, project management, or collaboration tools. Professional judgement: High level of discretion, confidentiality, diplomacy, and sound judgement when handling sensitive organizational information and stakeholder relationships. Education, knowledge and experience Bachelor’s degree in Business Administration, Management, Operations, or a related field. At least 5 years of experience providing high-level administrative, executive, or operational support, preferably in a complex, fast paced, and/or international organization. Administrative and coordination skills: Strong ability to manage schedules, organize meetings, track deliverables, follow up on actions, and coordinate multiple priorities. Communication skills: Excellent written and verbal communication skills, with the ability to prepare clear reports, presentations, minutes, and correspondence. Technology proficiency: Strong proficiency in Microsoft Office 365 and other productivity, project management, or collaboration tools. Professional judgement: High level of discretion, confidentiality, diplomacy, and sound judgement when handling sensitive organizational information and stakeholder relationships. Terms and conditions This is a Locally Recruited Position (LRS). Landscape Alliance offers competitive remuneration in local currency commensurate with skills and experience. The initial appointment will be for two (2) years, with a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources. The position is based in Nairobi, Kenya Landscape Alliance Offices. Application process The application deadline is 21 Sep 2026. We will acknowledge all applications, but will contact only short-listed candidates. Apply for this job Download Another open position 6 open positions Administrative Officer, Office of the COO Nairobi, Kenya Office of the COO · Local Position · Closes 21 September 2026 Projects manager, Latam projects Lima, Peru Peru · Local Position · Closes 23 September 2026 Consultant – GLF Speakers Engagement Europe/Africa time zones preferred Global Landscape Forum (GLF) Team · Consultancy · Closes 30 September 2026 Consultant – Social Media Officer Bogor, Indonesia Communications, Outreach, & Engagement (COE) Team · Consultancy · Closes 30 September 2026 General Call for Applications – Science Roster Various locations Various Department · Internationally Recruited Staff (IRS) · Closes 1 January 2027 General Call for Applications – Consultant Roster Various locations Various Department · Consultancy · Closes 1 January 2027 Landscape Alliance transforms science into action, unlocking the power of trees, forests and agroforestry landscapes to advance planetary health and human well-being. Landscape Alliance is the operating name of the Center for International Forestry Research (CIFOR) and the International Centre for Research in Agroforestry (ICRAF). CIFOR and ICRAF are independent International Organizations and CGIAR Research Centers. 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