Administrative Analyst at Bioversity International

Main responsibilities

Administration

• Support Climate Action Africa with administrative coordination of program/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, such as raising requests for personnel, consultants, student interns, procurement of supplies and services, payments for service providers etc.
• Process all travel requests, ticket flight options, ticket requests, monitoring of the trip (departures/arrivals on time, advance travel processing, insurance, visas, requirements, legalization and reimbursement of expenses.
• Support key events, including several high-profile international conferences in collaboration with partners and / or donors in Africa.
• In Liaison with Africa Research Support units support the coordination and organization of all meetings and workshops in East and South Africa (ESA) and West and Central Africa (WCA) related to the lever, both internal and external
• Support and collaborate with the lever teams in the design of workshops and meetings at national and international level.
• Process assigned tasks from requests sent by Lever 3 staff.
• Collaborate with implementing requests within agreed deadlines as well as to keep internal task tracking spreadsheets and communicate status / completion over email to requesters.
• Support monthly meetings of the lever teams.
• Ensure that donor rules and institution policies and directives regarding the use of funds for services, trips, events, and consultancies are enforced (Collection and correct registration in Share Point of required documentation)
• Supporting preparation of proposal budgets in the absence of Proposal Specialist.
• Reviewing grant agreement to ensure compliance with internal policies and donor requirements.
• Distribution of new budgets and creation of the project codes in the system.
• Monitoring of project budgets to ensure no budget over runs.
• Sharing budget status with the project leaders and providing financial guidance during monthly meetings.
• Reviewing of Partner agreements to ensure compliance with the donor rules and Alliance internal policies.
• Reviewing of Partner reports and registering the expenses in the ERP system.
• Preparing and updating Personnel cost allocations (PCA) monthly.
• Preparing quality donor financial reports on a timely basis.
• Reviewing and approving the substation cash flows.
• Supporting monthly closing and fiscal year accounting processes.
• Coordinating of project audits.

Requirements

Education qualifications and experience

• A bachelor’s degree in business administration, accounting, finance, or related fields
• Minimum two (2) years of work experience in similar positions
• Be proficient with basic computer programs, such as Microsoft Word, Excel, and Outlook and have some experience in project management.
• Proof of outstanding communication skills, to be applied in dialogs with a wide array of actors, such as international organization representatives, members of national governments members, research and private sector representatives, experts, and farmers.
• Excellent organizational skills with strong analytical problem-solving abilities and attention to detail.
• Demonstrated ability to work effectively as part of a team with people in a multi-cultural and multidisciplinary environment, including with external stakeholders, and excellent interpersonal skills.
• Ability to provide a high level of service under pressure.