Administrative Assistant Full Time

Description

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 looking for an outstanding, self-motivated, young dynamic and result-oriented professional for the position of Administrative Assistant. Reporting to the CIMMYT HR & Admin Coordinator and functionally to the corresponding corporate service supporters, the Administrative Assistant is responsible of day-to-day administrative and logistic operations in Malawi.

The position is based at CIMMYT’s hosted office in Lilongwe, Malawi.

Specific duties:

• Work in close coordination with HR & Admin Coordinator and provide administrative & logistic support to the team to ensure timely completion of activities.
• 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.
• 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.
• 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.
• Provide ad hoc support to staff members and departments, including organization of on-site and off-site team events.

Requirements

• Minimum bachelor’s in science, administration, 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.
• The selected candidate must exhibit the following competencies: Critical Thinking, Communication, Teamwork and Client Orientation.

Candidates must apply online for MW23234 Administrative Assistant. Screening and follow up of applications will begin on Thursday, October 19th, 2023. Applications must include a CV and a cover letter. Incomplete applications will not be taken into consideration.

For further information on the selection process, please contact Yessica Castillo, at y.castillo@cgiar.org

Please note that only short-listed candidates will be contacted.

This position will remain open until filled.

Benefits

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Women are encouraged to apply.