Location: Addis Ababa, Ethiopia
Type: Full-time
Department: International Potato Centre (CIP)
Deadline: 15 December 2022
Job Description
Administrative Associate I – Internal/External
The International Potato Centre (CIP) under the International Livestock Research Institute (ILRI) seeks to recruit an Administrative Associate I who will provide administrative, logistics and secretarial services to CIP-Ethiopia. The position is based at CIP Ethiopia Country Office which is located at the International Livestock Research Institute (LRI) campus, Addis Ababa, Ethiopia but may require travel to Project implementation areas.
The International Potato Centre (CIP) is a non-profit international agricultural research-for-development organization with a focus on potato, sweetpotato and Andean roots and tubers. Its vision is: Roots and tubers improving the lives of the poor. CIP is dedicated to achieving food security, improved well-being, and gender equity for poor people in root and tuber farming and food systems of the developing world. CIP works with partners to contribute high quality science, technology, and capacity strengthening for sustainable science-based solutions. CIP is headquartered in Lima, Peru, with staff and activities in over 30 locations across Asia, Africa, and Latin America. CIP is a member of the CGIAR Consortium. CGIAR is a global agriculture research partnership for a food secure future. Its science is carried out by the 15 research centers that are members of the CGIAR Consortium in collaboration with hundreds of partner organizations.
Main duties and responsibilities:.
- Provides administrative, logistics, procurement and secretarial services to the CIP-Ethiopia projects;
- Follows up on adequate and timely supply of material, equipment and supplies taking into account low costs, time of delivery and improvement of the service to different users, following Donors, CIP, ILRI rules and regulations;
- Organize meetings, conferences, workshops and preparation of related material/documentation and payments;
- Provide logistical support for travel such as bookings, accommodation, airport transfers, visas and travel expense reports;
- Raise requisitions such as recruitment requests, stationery, other supplies and follow up on their delivery;
- Maintain up-to-date filing systems and databases as may be required for easy retrieval of information;
- Set up and follow up on appointments, attend to visitors, telephone calls, mail, and other inquiries;
- Prepare correspondence such as invitation letters and receive, sort, and dispatch mails/parcels;
- Process various payments; per diems, bills settlements etc.;
- Liaises with ILRI for Procurement of goods and services, ensures submission of relevant documents, follows up and updates payments to suppliers, provides related documents to CIP Finance for timely registration of transactions;
- Follows up and provides updates on the status of imported goods;
- Prepare offices for staff, report, follow up on office/furniture and other equipment repairs, ensures that offices and facilities are maintained well and liaises with support units;
- Maintains an updated database for the project’s inventory of Fixed Assets and supplies and assumes responsibility for the project store, performs Inventory count with the support of Accountant Assistant;
- Receives requests for services from internal clients, promptly prepares the required paperwork for their processing by either internal units or governmental departments such as letters, forms, payment requests, visa applications and travel arrangements, including vehicle allocation and maintenance
- Support to queries from internal units or staff members;
- Support the monitoring vehicle movement, status, and fuel management both for Addis Ababa and the project offices and updates CIP vehicle and fuel management reports timely;
- Perform any other related duties as may be required.
Academic and professional qualifications:
Education:
- Diploma in Secretarial Science and Office Management, Business Administration, Management or other relevant field of study
- Knowledge in relevant field and proficiency in the use of simple tools
Experience:
- 2 years’ experience plus technical training
Additional Skills:
- Conversant to Microsoft office tools and other basic computer skills,
- Participate as a team member in accomplishment of duties.
- Possess excellent interpersonal and communication skills,
- Good judgment and a high level of respect for confidentiality.
- Ability to work in a multi-cultural environment.
- Excellent spoken and written English
Duty Station: Addis Ababa, Ethiopia
Grade: HG 10
Minimum Monthly Base Salary: Birr 18,506 (negotiable depending on salary history of the candidate)
Terms of appointment: This is a National Staff (NS) position, initial appointment is fixed term for one year with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes a very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.
HOW TO APPLY
Applications: Applicants should provide a cover letter and curriculum vitae; names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s qualifications and work experience to be included in the curriculum vitae. The position and reference number: AA/CIP/40/22 should be clearly indicated in the subject line of the cover letter. All applications to be submitted online on our recruitment portal: http://ilri.simplicant.com/ on or before 15 December 2022.
CIP/ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training).
To find more about CIP, visit our Website at http://www.cip.cgiar.org
To find out more about working at ILRI visit our website at http://www.ilri.org/
Suitably qualified women are particularly encouraged to apply.