Administration and HR Coordinator
il y a 1 mois
CIMMYT is seeking a highly skilled and experienced professional to fill the position of Administration and HR Coordinator. This role will be based in the Sustainable Agri-food Systems Program and will support the implementation of two One-CG initiative projects as well as a USAID-funded project.
Key Responsibilities- Provide administrative and logistical support to the team to ensure timely completion of activities.
- Coordinate and communicate with travel agents for international and domestic travel.
- Review vendor invoices and bills prior to submitting to supervisor/finance.
- Work closely with the Finance team to provide documentation and assistance on vendor bills related queries.
- Manage conference room availability, reservation for department meetings, upkeep of conference rooms, and coordinate for supplies during conferences and other related arrangements.
- Support in maintaining, tracking, and updating the admin department's MIS.
- Prepare and/or examine documents for exemption processing for all CIMMYT International staff and other protocol-related documentation in compliance with Malawi laws.
- Ensure compliance of activities with international norms of diplomatic protocol and sharing the same with relevant staff and CIMMYT stakeholders.
- Conduct procurement in-country to ensure effective and efficient management of the office, in line with CIMMYT's policies and delegation of authority.
- Work closely with the CIMMYT HQ team to align the procurement process with pertinent policies.
- Ensure compliance with agreements between CIMMYT and partner organizations and government agencies. Support renewal process of agreements as required.
- Ensure the CIMMYT-ICRISAT management agreement is effectively managed, and renewals are done in a timely manner.
- Facilitate internal and external audits taking place in-country and ensure implementation of audit recommendations relevant to the organization and/or the RO in collaboration with ICRISAT.
- Arrange workshops and seminars by supporting travel, VISAs, and making arrangements for hotel stays for visitors/officials, conference room bookings, etc.
- Oversee security matters and coordinate with the ICRISAT security officer and the CIMMYT HQ Risk Management Unit to ensure prompt resolution of any matters arising.
- Assist in the preparation of the Security SOP, Contingency, and Evacuation Plan.
- In collaboration with the CIMMYT HQ HR function, prepare and implement the Occupational Health and Safety plan to comply with CIMMYT policies and regulations.
- Support the hiring of consultants and IRS to be posted in-country.
- In collaboration with ICRISAT, take responsibility for all Personnel Administration activities (hiring, retiring of regular, temporary, and consultants).
- Support the IRS management team at HQ on all requests related to IRS in Malawi.
- Ensure compliance with applicable local legislation and all ICRISAT and CIMMYT HR policies and procedures for various staff categories, including hiring, discipline, promotion, termination, etc.
- In collaboration with ICRISAT, provide timely inputs for all payroll transactions to be processed in accordance with CIMMYT's and/or ICRISAT's practice, thus ensuring full compliance with tax and social security provisions.
- Ensure that the information entered in the global HR management system is regularly updated and accurate.
- Ensure appropriate internal communication on HR topics in coordination with HR team at HQ.
- Develop and implement staff wellbeing initiatives.
- Develop, implement, and review regular induction sessions for new staff.
- In collaboration with ICRISAT, maintain the LRS staff personnel files and databases.
- Conduct training in-country, in collaboration with HR at headquarters, by providing information on local needs, market practices, and feedback on processes.
- Support the administration of vehicles.
- Any other activity as required by the supervisor.
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