Jobs Career Advice Post Job
X

Send this job to a friend

X

Did you notice an error or suspect this job is scam? Tell us.

  • Posted: May 8, 2025
    Deadline: Not specified
    • @gmail.com
    • @yahoo.com
    • @outlook.com
  • Never pay for any notarisation, certificate or assessment as part of any recruitment process. When in doubt, contact us

    The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not-for-profit research and training organization with partners in over 100 countries. Please refer to our website for more information: www.cimmyt.org
    Read more about this company

     

    Administrative Assistant

    Summary of responsibilities:

    Procurement and Vendor Management

    • Procurement Coordination.
      • Coordinate procurement processes for Eastern and Southern Africa (ESA), ensuring compliance with organizational policies and guidelines.
      • Raise ESA CAPEX requisitions and ensure timely follow-up with procurement teams.
    • Vendor Management.
      • Evaluate vendor performance to ensure quality and cost-effectiveness.
      • Upload vendor performance reports for access by the team.

    Germplasm Movement.

    • Process SMTAs (Standard Material Transfer Agreements) for germplasm movement, ensuring adherence to legal and procedural requirements.
    • Maintain an updated database of germplasm movement records.
    • Manage the processing of KeMHPIS documents, oversee DHL shipments and logistics clearance, and coordinate with procurement to ensure seamless execution.

    Grants and Financial Management

    • Subgrant Management.
      • Draft and upload subgrant agreements on SGM and ICERTIS platforms.
      • Maintain an updated Subgrants Tracker.
      • Upload partner documents for payments.
      • Notify partners of payments and track confirmation of receipt.
      • Donations Management.
      • Coordinate donations, ensuring proper documentation and alignment with applicable
        project goals.

    Asset Management.

    • Maintain the DCP ESA assets register, ensuring accurate records of storage, maintenance,
      and usage.
    • Coordinate periodic audits to ensure accountability.

    Knowledge Management

    • On-line information repositories.
      • Lead and manage the upload of critical project information on platforms such as Teamwork and PMP.
      • Support the program Manager to develop and oversee a detailed calendar of critical
        project milestones and necessary follow-ups.

    Program and Team Support

    • Provide clerical support to the ADCIN Steering Committee, including documentation, meeting organization, and communication follow-ups.
    • Maintain an organized repository of ADCIN documentation for easy access.
    • Support DCP scientists:
      • Raising purchase requisitions (PRs).
      • Organizing internal team meetings.
      • Processing non-HSBC (credit card) expenses.
      • Ensuring timely documentation and follow-up on action points from meetings.
    • Teamwork: contribute to DCP’s Admin Team success by learning new tasks, rotating responsibilities, covering for each other during leaves, etc.

    Documentation and Knowledge Management

    • Post and maintain breeding team, Subgrants, Procurement, ADCIN, Donations, Assets, SMTAs, and other documentation on DCP Teams to ensure accessibility and proper knowledge management.
    • Implement a structured folder system to enhance document retrieval efficiency.

    Requirements:

    • Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
    • At least 3 years of experience as an administrative assistant or similar role, preferably in an international or non-profit organization setting.

    Personal attributes and competencies

    • Proficient in MS Office Suite (Word, Excel, PowerPoint) and familiar with administrative
      management systems and cloud-based platforms.
    • Strong organizational and time management skills with the ability to multitask.
    • Strong communication skills, both verbal and written, in English; Swahili is desirable.
    • High level of discretion and confidentiality.
    • Ability to work effectively in a multicultural team environment and under tight deadlines.
    • Ability to work independently and well within teams.

    Check how your CV aligns with this job

    Method of Application

    Build your CV for free. Download in different templates.

  • Send your application

    View All Vacancies at International Maize and Wheat ... Back To Home

Subscribe to Job Alert

 

Join our happy subscribers

 
 
 
Send your application through

GmailGmail YahoomailYahoomail