Administrative Coordinator II at International Livestock Research Institute (ILRI)

International Livestock Research Institute (ILRI)

Position: Administrative Coordinator II

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Salary: Birr 48,846 per month

Posted date: 8 months ago

Deadline: Submition date is over

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) seeks to recruit an Administrative Coordinator II to provide high-level administrative and financial support to the ongoing projects of the Alliance in Ethiopia. He/she will work very closely with project leaders and individual project scientists in managing all general administrative issues of the office and field activities of ongoing projects in Ethiopia. He/she works closely with the Human Resources, Finance, and Operations staff in the Regional office. The Administrative Coordinator II will report to the Country Representative, Ethiopia and Head of Business Operations and Finance he/she will be a member of the Alliance which is based at the International Livestock Research Institute (ILRI) campus in Addis Ababa.

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) deliver research-based solutions that address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation. The Alliance focuses on the nexus of agriculture, nutrition and the environment. We work with local, national, and multinational partners across Africa, Asia, Latin America and the Caribbean, and with the public and private sectors and civil society. With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people. The Alliance is organized into six key levers: 1)Food environment and consumer behavior - reshaping the food environment and consumer behavior toward healthy and sustainable diets; 2) Multifunctional landscapes - fostering innovation for environmental health and productive landscapes to improve livelihoods; 3) Climate action - mainstreaming climate action in the food system to reduce risks; 4) Biodiversity for food and agriculture - making agricultural and tree diversity available and safeguarding it for the diverse needs of food system actors; 5) Digital inclusion - promoting inclusion in the digital agriculture revolution for equitable benefits; and 6) Crops for nutrition and health - putting nutrition and health at the heart of crop improvement to address the triple burden of malnutrition.

Main Responsibilities:

Project Support, HR & General Administration

• Establish and maintain relevant databases and systems for all project activities;
• Follow up on all project plans and calendar of events with Project Leaders and assisting scientists;
• Liaise with various stakeholders in processing agreements such as Letter of Agreements (LoAs) and facilitate their renewal/closing as per the relevant procedures;
• Ensure that offices are fully set up for new staff including the provision of supplies;
• Monitor, collate and prepare various correspondence such as invitation letters, reports and documents/material and ensure dispatch of the same to relevant stakeholders;
• Supervise Administrative Associates, and Driver/Logistics Assistants in the Country Office.

Logistical support

• Plan and coordinate logistics for travel, meetings, conferences, workshops and other events and prepare the relevant documentation:
• Oversee bookings and liaison with travel agents for tickets, and visas, coordinate travel arrangements such as airport transfers and accommodation and follow up on the same;
• Advice and support on visa and work permit queries as may be required.

Supply Chain Management

• Prepare requisitions for goods and services such as consultancies, office supplies, and travel, as per laid procedures;
• Process pre-import permits and liaise with relevant stakeholders for all required clearances, dealing with custom agents and delivery and distribution of imported items such as seeds and, equipment;
• Ensure proper scheduling of the use of vehicles and proper allocation record vehicle movements and liaise with the finance for recharges;
• Coordinate and follow up on service and maintenance of official vehicles and maintenance of relevant documentation;
• Liaise with ILRI in managing annual vehicle valuation for insurance renewals, submission of valuation reports and issuance of insurance stickers;
• Manage and keep an updated asset register for the Ethiopia office;
• Manage inventory or warehouse to receive and record new stock of inputs, stationery and other project and office supplies as it is delivered and shipped out.

Financial Management:

• Ensure good working relationships with the Alliance official bank and follow up regularly to ensure sustainable tariffs.
• Coordinate efficient imprest management to ensure the maintenance of sufficient fund balances to support operations.
• Cross-check approved/signed online payments on the online banking platform and send to the bank for processing of payments.
• Coordinate with ILRI HR/Finance to ensure a timely monthly payroll process and ensure tax compliance through the remittance of statutory deductions.
• Oversee timely preparation and processing of all relevant payments.
• Ensure close and strong collaboration between the country Finance office, ILRI finance, Alliance regional finance (accounting, PLANS, global treasury), and HQ finance.
• Review and approve finance periodic reports submitted to the regional office

Audit facilitation:

• Coordinate station audit processes in liaison with the Finance Manager by continuously monitoring documentation and processes.
• Coordinate effective implementation of audit recommendations in liaison with the finance quality assurance team.
• Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion.

Safety and Security:

• Working closely with ILRI and the Alliance security teams, enforce safety and security protocols and procedures as outlined in the security guidelines to ensure the office and field operations are conducted in a secure environment in relation to the organization's duty of care;
• Report all security incidents immediately they occur and manage them to mitigate on further loss;
• Maintain the Risk catalog and ensure it is up to date;
• Train staff on the use of international safety and rescue information platforms, and ensure that they do all the security training required by the institutions.

Minimum Requirements:

Education:

• Bachelor's degree in Administration, Management, or other relevant subject with proven office management skills.
• Ability to handle basic accounting and finance
• Broad/specialized knowledge of methods, techniques and processes

Experience:

• Six years of relevant experience in a closely related field gained in an international organization.
• Professional exposure to an international institutional/program setting, including a multicultural and interdisciplinary working environment.

Skills:

• Excellent English communication skills, both written and oral, for diverse audiences
• Excellent knowledge of MS Office applications, especially Outlook, PowerPoint and Excel and the ability to learn new applications quickly.
• Ability to work independently with minimal supervision, but also participate as a team member in the accomplishment of duties.
• 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

Duty Station: Addis Ababa, Ethiopia

Position level: HG 14

Minimum Base salary: Birr 48,846 per month (Negotiable depending on the salary history of the candidate)

Terms of appointment: This is a National Staff (NS) position, initial appointment is for two years with the possibility of renewal, contingent upon individual performance and funding availability. Bioversity International offers a multicultural, collegial research environment with competitive salaries and excellent benefits in line with ILRI's salary applicable for its National Staff. Bioversity is an international and equal opportunity organization and believes that the diversity of its staff contributes to excellence. The ILRI campus is set in a secure, attractive campus with dining and sports facilities.