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M24128 Administrative Coordinator

cimmyt-1 · 29 days ago
Negotiable
Full-time
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CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. For more information, visit cimmyt.org

CIMMYT is seeking a proactive, with attention to detail, self-motivated and innovative professional for the position of Administrative Coordinator to work in the Donor Relations and Fundraising Support (DFS) unit.

The location of this position will be CIMMYT-HQ in Texcoco, Mexico.

 

Specific duties:

  • Support the Director and Grants Management Manager, Donor Relations and Fundraising Support (DFS) Unit, in all administrative matters relating to DFS, including arranging internal/external meetings, and taking/distributing minutes of DFS staff and other meetings chaired by the Director.
  • Core member of the Program Management Office-for-Initiatives (W1/pooled funding), supporting CIMMYT-based Initiatives (Co)Leads in technical and financial planning and reporting.
  • Support CIMMYT donor relations and communications planning and implementation activities on an ad hoc basis.
  • Act as the first point of contact for all calls or visits to the DFS Unit.
  • Providing logistical support to the Director, Grants Management Manager, and other DFS staff, for transport, flight, and accommodation.
  • Initiate the preparation of and manage DFS Unit budgets; ensure the upload of budgets as per prescribed procedures; participate in DFS budget management activities, including meetings to review budgets vs. expenditure, and associated analyses.
  • Provide support to DFS activities, mainly assisting with annual technical and financial planning and resultant reporting requirements.
  • Manage the DFS Office by leading, coordinating, and supporting, as required, DFS interaction with other internal Enabling Units (Finance (including procurement, purchasing, payments); Knowledge Management and IT; HR (appointment processes end-to-end - from hiring to onboarding); Legal; Communications). This extends to managing consultants’ and interns' contracts, payments, logistical support, where applicable.
  • Oversee the use of corporate credit cards by DFS staff, including distribution and monitoring, expense reports, vendor on-boarding, reimbursements, and invoice reconciliation, follow up and liquidation, for DFS activities.
  • Support the Director and Grants Management Manager in knowledge management, including assisting with research, capturing and filing data, info-sharing, and accessing and providing filed data when required.
  • Attend to all logistics for DFS staff workshops (e.g., book venues, provide material (post-its, flip-charts, arrange catering, etc.)
  • Any other activity requested by the Director and Grants Management Manager.

Requirements

  • Bachelor’s degree in Finance, Administration or related fields.  
  • Advanced English level (C1).
  • Minimum of 3 to 5 years of work experience in a similar role.
  • Proficiency in Finance functions, Budget, forecasting and reporting.
  • Work experience in handling events logistics.
  • Proficiency in analyzing data, situations or problems and selecting from various courses of action.
  • Experience in project management and/or holding project management certification is advantageous.

Benefits

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).

Last updated on Mar 26, 2024

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