Administrative Assistant, Office of the CEO

Landscape Alliance is a collaborative initiative formed by the Center for International Forestry Research (CIFOR) and the International Centre for Research in Agroforestry (ICRAF). Established in 2025, the organization focuses on environmental conservation through research and development in forestry and agroforestry.

The Administrative Assistant will offer comprehensive administrative, financial, systems, and operational support to the Executive Assistant and the broader Office of the CEO (OCEO). The successful candidate will be responsible for ensuring that day-to-day administrative transactions, system submissions, budget monitoring, correspondence management, and event coordination are performed precisely and promptly, adhering to Landscape Alliance policies. This critical support enables the Executive Assistant to concentrate on higher-level strategic and CEO-facing responsibilities.

1. Prepare, submit, and track travel authorizations, expense claims, payment requests, and purchase requests in corporate systems for the CEO, Executive Assistant, and OCEO staff.
2. Coordinate travel bookings, itineraries, and accommodation for the CEO, OCEO staff, consultants, and guests, including visa requests and reimbursements.
3. Process consultancy contracts and invoices, and initiate procurement for OCEO supplies, services, and equipment, following up with relevant departments until completion.
4. Maintain trackers for all submissions, approvals, reference numbers, and outstanding actions, flagging any bottlenecks to the Executive Assistant.
5. Support the preparation, tracking, and record-keeping of the OCEO budget, including inputs for the annual plan of work and resource allocation.
6. Compile and reconcile accounting claims, expense reports, and supporting documentation, facilitating monthly budget updates with the Finance team.
7. Monitor OCEO costs and expenses (equipment, travel, operating costs) and highlight any variances against the budget.
8. Manage the unit's petty cash, ensuring proper documentation and reconciliation.
9. Draft, format, and proofread outgoing correspondence for the OCEO, such as letters, invitations, internal memos, and routine communications.
10. Manage the CEO’s signature workflow, preparing and verifying supporting documentation, routing signed documents, and maintaining records.
11. Log all incoming invitations to the CEO and OCEO, circulating them for triage and following up on RSVPs and responses.
12. Manage the issuance and recording of OCEO reference numbers and maintain an organized document filing system (physical and digital).
13. Order and manage office stationery, supplies, and equipment for the OCEO, overseeing maintenance and supervising cleaning and office upkeep.
14. Provide logistical support for CEO-hosted meetings, retreats, conferences, and events, including room reservations, audiovisual setup, catering, and materials.
15. Coordinate access, reception, and hospitality for CEO visitors and OCEO guests.
16. Assist the Executive Assistant in compiling meeting briefing packs and follow-up notes.
17. Act as a back-up to the Executive Assistant for selected administrative and system tasks during high workload, travel, or leave, as directed.
18. Identify and mitigate potential risks within the work area.
19. Ensure personal occupational health and safety and that of others, complying with CIFOR-ICRAF’s policies and relevant country laws.

1. Hold a relevant university degree in Business Administration, Finance, Accounting, Office Management, or a related field, or possess equivalent qualifications and experience.
2. Have at least 2 years of professional experience in administrative, finance, or operations support, preferably within an international or multicultural working environment.
3. Demonstrate excellent command of both written and spoken English.
4. Possess demonstrated experience processing travel authorizations, expense claims, procurement requests, and financial transactions in an enterprise system (e.g., MyTree, ERP, or similar) (Preferred).
5. Have working knowledge of budget tracking, expense reconciliation, and basic financial reporting (Preferred).
6. Exhibit strong computer skills in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Teams).
7. Familiarity with CGIAR or international NGO administrative procedures is considered an asset.