Administrative Assistant CIMMYT at World Agroforestry Centre (ICRAF)

Overview

The Administrative Assistant will facilitate the efficient operation of the Dryland Crops Program by providing comprehensive administrative, logistical, and clerical support.

Duties and responsibilities

• Administrative Support: Assist in daily operations and project management.
• Meeting Coordination: Organize and schedule meetings, including reminders and technical support for both virtual and in-person formats.
• Document Management: Handle drafting, formatting, and proofreading of documents and correspondence.
• Logistics Support: Manage travel and accommodation arrangements for staff and visitors, including processing advances and claims.
• Procurement Assistance: Prepare purchase requests and liaise with procurement for timely delivery.
• Financial Record Keeping: Support budget preparation, track expenditures, and assist in financial reporting.
• Event Management: Coordinate logistics for workshops, seminars, and other events.
• Compliance and Protocol: Ensure adherence to organizational policies and local regulations. Support for Audits: Prepare materials for internal and external audits.
• Knowledge Management: Maintain and organize information within network folders.
• Program Manager Support: Assist with administrative tasks and review sub-awardee reports for compliance.
• Subgrant Management: Handle subgrant contract preparations and coordination.
• Reporting: Produce status reports and update project dashboards to identify and address bottlenecks.
• Upload project details on platforms such as Teamwork and selected project management platforms.
• Assist scientists with uploading content on various platforms.
• Conduct IT tool training sessions for staff.

Requirements

• Degree in IT, Business Administration, Communications, or a related field.
• At least 3 years of experience in an administrative role, preferably in an international or non-profit setting.