Administrative Assistant, Governance and Risk

il y a 2 semaines

Montpellier, France CGIAR Temps plein

**This vacancy is intended to urgently fill a vacant position in the CGIAR System Organization.**
- Grade_: Grade 1 (The position is graded in accordance with the CGIAR System Organization staff salary and grading structure, under which jobs may be graded between grades 1 to 9, with grade 9 being the highest).
- Date Published_: 4 April 2023
- Closing Date for Applications_**:Tuesday, 11 April 2023 at 09h00 CET**

**About CGIAR***:
CGIAR is a global research partnership for a food-secure future. CGIAR science is dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services. Its research is conducted in close collaboration with hundreds of partners, including national and regional research institutes, civil society organizations, academia, development organizations, and the private sector.

**About the CGIAR System Organization**:
Established in 2012, the CGIAR System Organization (“System Organization”) provides governance to the CGIAR System in collaboration with the System Council and has about 60+ staff. The System Organization is committed to cultivating a work environment that reflects teamwork, gender equality, and respect for diversity.

It is a truly exciting time to be joining the System Organization as CGIAR undertakes a transformation into a more integrated “One CGIAR” that will allow us to achieve a more significant impact with our research. One CGIAR is a dynamic reformulation of CGIAR’s partnerships, knowledge, assets, and global presence in key areas where innovation is needed to deliver on the Sustainable Development Goals by 2030. It focuses on collaborating more closely to enable us to deploy scientific innovations faster, on a larger scale, and at a reduced cost so that they can have a more significant impact where they are needed the most. The transition to One CGIAR will have profound implications on how CGIAR and its constituent parts are structured and operate: with unified governance, an integrated structure, a new research modality, and more pooled funding, One CGIAR will be better positioned to achieve its mission.

**Job Summary**:
Under the overall supervision of the assigned Director, the Assistant provides a wide range of high-quality and proactive support services to facilitate the operations of the assigned unit and CGIAR governance operations in general, in a wide range of administrative and other support duties of a highly responsible and sometimes confidential nature.

Broad areas of responsibility include:

- assistant in travel services;
- coordinating and supporting meetings;
- drafting and formatting documents;
- assisting with the management of consultancy contracts and budgetary matters;
- providing support with respect to office technical platforms and administrative systems.

This role requires a dependable and well-organized team-player with excellent time management skills, exceptional attention to detail; strong interpersonal skills; and the ability to maintain confidentiality and multi-task in a fast-paced environment for ensuring proactive administrative, operational and procedural support that is consistent with CGIAR’s applicable standards and practices.

**Specific Responsibilities**:
**Travel Services**
- Make cost-efficient travel reservations for members of the System Board and System Council and their respective committees/working groups and colleagues in the unit.
- Process travel authorizations and travel expense claims for reimbursement on a timely basis for all travelers, following the distinct processes for the respective governing bodies and the unit.

**Communications and liaison**
- Schedule meetings and teleconferences using web-based meeting portals; track responses and provide clarifications to meeting participants as required; update internal calendars as needed, and collect and distribute background materials for meetings in advance.
- Follow up on incoming communications, including those of a sensitive or in-confidence nature, and determine the appropriate course of action, referral, or response.
- Working closely with the Meetings & Events Coordinator, provide support to logistics arrangements for in-person and virtual governance meetings and events.

**Information management**
- Create surveys, collect and analyze data to prepare reports and documents, and draft, compile, format, edit, and proofread correspondence, communications, presentations, and other documents.
- File, organize, and retrieve documents and reference materials on online shared systems, ensuring efficient and effective document management and version control and creating and maintaining online shared databases and inventories as relevant, ensuring accuracy and integrity of data.
- Supporting purchasing and other unit activities
- Serve as a focal point for suppliers in the absence of the Meetings & Events Coordinator and process purchase requisitions for goods and services for the assigned unit.

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