Administration - CIMMYT Projects-Senior Assistant

Key skills

Administration

Additional/Preferred Skills

MS Office

Preferred Qualifications

Graduate

ICRISAT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Administrative Assistant. This position will support on-going research activities in Malawi.

Key Duties & Responsibilities

• Work in close coordination with HR & Admin Coordinator and provide administrative & logistic support to the team to ensure timely completion of activities.

• Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors.

• Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries; and coordinating meeting-room calendars.

• Manage and organize the team schedule using Outlook Calendar

• Manage & Order office supplies, stock supply stations, and ensure equipment is operable.

• Maintain filing system, contacts database, employee lists, and inventories.

• Organizing the office and assisting staff to optimize processes.

• Sort and distribute communications in a timely manner.

• Schedule and plan meetings and appointments.

• Manage conference room availability, reservation for different department meetings, upkeep of the conference rooms, and coordinate for supplies during the conference and other related arrangements.

• Create and update records ensuring accuracy and validity of information. Support in maintaining, tracking, and updating the Admin department?s MIS.

• Support procurement in-country to ensure effective and efficient management of the office, in line with CIMMYT?s policies and delegation of authority.

• Coordinate with ICRISAT in providing information as and when required.

• Provide ad hoc support to staff members and departments, including organization of on-site and off-site team events.

• Arrange workshops, and seminars by supporting travel, VISAs, and help in making arrangements for hotel stay for visitors/officials, conference room booking etc.

• Support the administration of vehicles.

• Any other activity as required by the supervisor.

Professional and Academic, Attributes and Competencies:

• Minimum bachelor?s in science, administration, or Operations or equivalent degree.

• Minimum 3 years of experience in working in a multifunctional domain.

• Experience working in international environments.

• In-depth knowledge and hands on experience of MS Office especially MS Word and MS Excel

• Good Analytical and report writing skills.

• High level of confidentiality and integrity.

• Excellent verbal and written English communication skills.

• Flexibility in taking up tasks outside of regular job responsibilities as required.

• Proven success in office coordination and strong time-management and multitasking abilities

• Proficiency with office applications, and aptitude for learning new software and systems.

• Experience in coordinating budgets and expenses.

• Experience in helping to develop internal processes and filing systems.

How to apply:

Applicants should apply on or before 30 December 2023, with their latest Resume, and the names and contact information of three references that are knowledgeable about their professional qualifications and work experience. All applications will be acknowledged; however only short-listed candidates will be contacted.

ICRISAT is committed to the principles of equality, diversity and inclusion. We encourage applications from women and nationals of developing countries.