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Administration and HR Coordinator
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The International Maize and Wheat Improvement Center, CIMMYT, is a leading research and training organization with global partnerships. We are seeking a highly skilled and dynamic professional to fill the role of Administration and HR Coordinator.
The successful candidate will work closely with the Sustainable Agri-food Systems Program team to ensure the timely completion of activities and provide administrative and logistic support. Key duties and responsibilities include:
- Providing administrative and logistic support to the team.
- Coordinating and communicating with travel agents for international and domestic travel.
- Reviewing vendor invoices and bills prior to submission to the supervisor/finance team.
- Working closely with the finance team to provide documentation and assistance on vendor bills.
- Managing conference room availability and coordinating supplies for meetings.
- Supporting the maintenance and updating of the admin department's management information system.
- Preparing and examining documents for exemption processing and protocol-related documentation.
- Ensuring compliance with international norms of diplomatic protocol and sharing information with relevant staff and stakeholders.
- Conducting procurement in-country to ensure effective and efficient management of the office.
- Working closely with the CIMMYT HQ team to align the procurement process with pertinent policies.
- Ensuring compliance with agreements between CIMMYT and partner organizations and government agencies.
- Facilitating internal and external audits and implementing audit recommendations.
- Arranging workshops and seminars, including travel, visas, and hotel arrangements.
- Overseeing security matters and coordinating with the ICRISAT security officer and CIMMYT HQ Risk Management Unit.
- Assisting in the preparation of the Security SOP, Contingency, and Evacuation Plan.
- Collaborating with the CIMMYT HQ HR function to prepare and implement the Occupational Health and Safety plan.
- Supporting the hiring of consultants and IRS to be posted in-country.
- Taking responsibility for all Personnel Administration activities, including hiring, retiring, and terminating staff.
- Ensuring compliance with applicable local legislation and ICRISAT and CIMMYT HR policies and procedures.
- Providing timely inputs for payroll transactions and ensuring compliance with tax and social security provisions.
- Ensuring accurate and up-to-date information in the global HR management system.
- Communicating HR-related information to staff and stakeholders.
- Developing and implementing staff wellbeing initiatives.
- Developing and implementing regular induction sessions for new staff.
- Maintaining LRS staff personnel files and databases.
- Conducting training in-country, in collaboration with HR at headquarters.
- Supporting the administration of vehicles.
The ideal candidate will possess a minimum Bachelor's degree in Administration or Operations, with a minimum of 5 years of experience in a multifunctional domain. In-depth knowledge of MS Office, particularly MS Word and MS Excel, is essential. Excellent analytical and report writing skills, as well as high-level confidentiality and integrity, are required. Fluency in English is a must, and flexibility in taking up tasks outside of regular job responsibilities is essential.
