International
Centre for Tropical Agriculture (CIAT)
Recruiting
an Administrator
The
International Center for Tropical Agriculture (CIAT) – a member of the CGIAR
Consortium – develops technologies, innovative methods, and new knowledge
that better enable farmers, especially smallholders, to make agriculture
competitive and profitable as well as sustainable and resilient.
The
Position: CIAT
is seeking to recruit a self-motivated Administrator to provide overall
administrative support to the on-going Projects of CIAT in Kigali,
Rwanda.
The
position will work closely with the regional coordinators based in Nairobi to
ensure adherence to policies, procedures and compliance with host country
requirements.
The
position will have dual reporting to the Country Coordinator and the Head of
Africa Regional Operations.
Main duties and responsibilities include:
Project
& General Administration
- Maintain
a database of all project activities in Rwanda and ensure files of the
research projects in Rwanda are well maintained
- Manage,
review and respond to the internal and external communication flow
drafting correspondence and responding to queries from collaborators and
internal clients
- Assume
responsibility for other project functions such as planning meetings, drafting
letters/reports, scheduling appointments as appropriate
Compliance with Host Country Requirements & CIAT Policies
& Procedures
- Ensure
files pertaining to CIAT and Government of Rwanda institutional relations
are well maintained and prompt the Country Coordinator on expiry of
agreements and/or any change of regulations
- Follow
up on renewal and management of hosting and other general partner
agreements
- Ensure
regular dissemination/education on policies and procedures, implement and
monitor adherence
- Provide
a link between CIAT and hosted partners on all relevant issues
Human Resource Management
- Ensure
timely application and acquisition of work permits and clearance of
personal effects, temporary visas for visiting scientists and conference
participants
- Liaise
with project leaders on arrival of expected project students and visiting
scientists ensuring that administrative and logistical support, contracts,
accommodation, transport, insurance, etc. are provided
- Liaise
with the HR Coordinator in the coordination of the performance management
process
- Follow
up on all staff and consultant contracts ensuring adherence to government
policy on statutory requirements, including staff leave management
- Ensure
staff motivation by organizing staff formal/informal meetings and
cohesiveness of the various teams
- Supervise
Administrative Assistant, Drivers and Cleaners
Finance & Accounting
- Review,
clear and certify for accuracy, appropriateness, correctness and
compliance with the approved budget, CIAT rules and regulations, as well
as donor regulations, all administrative and financial documentation
submitted to Project Managers/Scientists for approval and signature
- Ensure
compliance with tax and other statutory deductions and remittances
Travel, Procurement and Security
- Lead
the process of identifying, evaluating and recommending potential
suppliers/service providers and management of active supplier contracts
- Coordinate
procurement of project equipment, supplies and services ensuring all
support documentation is in order, application of duty exemption from the
Government where applicable and ensuring all assets are recorded in the
Assets register
- Oversee
Fleet Management – acquisitions, disposals, maintenance, valuation and
insurance matters.
- Provide
oversight over the Travel and Conferences function by managing
relationships with the service providers and ensuring adherence to travel
authorization process for project staff and collaborators
- Ensure
safety and security of staff of CIAT and hosted institutions, premises and
assets
Required competencies, skills and experience:
- Bachelors’
Degree in Business Administration with proven office management skills (an
MBA will be an added advantage).
- At
least five (5) years of relevant work experience in a closely related
field gained in an international organization
- Excellent
knowledge of MS office applications, especially Outlook, Power Point and
Excel and ability to learn new applications quickly
- Experience
in handling financial and technical reports
- Good
knowledge of rules, regulations and procedures of government and related
agencies, including understanding interpretation of country labor laws and
tax laws
- Excellent
knowledge of MS office applications, especially Outlook, Power Point and
Excel and ability to learn new applications quickly
- Strong
ability to co-ordinate, prioritize and organize workload; take initiative
and work under pressure
- Highly
effective planning, organizational and multi-tasking skills with a
positive attitude and strong administrative service orientation
- Possess
excellent interpersonal and communication skills, good judgment and a high
level of respect for confidentiality
Terms of employment: This
is a national position and will be for an initial period of One (1) Year,
renewable subject to three (3) months’ probation, assessment of performance,
and availability of resources.
CIAT
is an equal opportunity employer. It fosters a multicultural work environment
that values gender equality, teamwork, and respect for diversity.
How to apply:
Applicants are invited to visit http://ciat.cgiar.org/ciat-jobs to submit their applications for this position.
Only short listed candidates will be contacted.
