Administrative Assistant(DCP Program) - CIMMYT
Administrative Assistant(DCP Program) - CIMMYT
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Job Description
1. Procurement and Vendor Management
- Procurement Coordination.
o Coordinate procurement processes for Eastern and Southern Africa (ESA) ensuring compliance with organizational policies and guidelines.
o Raise ESA CAPEX requisitions and ensure timely followup with procurement teams.
- Vendor Management.
o Evaluate vendor performance to ensure quality and costeffectiveness.
o Upload vendor performance reports for access by the team.
- Germplasm Movement.
o Process SMTAs (Standard Material Transfer Agreements) for germplasm movement ensuring adherence to legal and procedural requirements.
o Maintain an updated database of germplasm movement records.
o Manage the processing of KeMHPIS documents oversee DHL shipments and logistics clearance and coordinate with procurement to ensure seamless execution.
2. Grants and Financial Management
- Subgrant Management.
o Draft and upload subgrant agreements on SGM and ICERTIS platforms.
o Maintain an updated Subgrants Tracker.
o Upload partner documents for payments.
o Notify partners of payments and track confirmation of receipt.
- Donations Management.
o Coordinate donations ensuring proper documentation and alignment with applicable project goals.
- Asset Management.
o Maintain the DCP ESA assets register ensuring accurate records of storage maintenance and usage.
o Coordinate periodic audits to ensure accountability.
3. Knowledge Management
- Online information repositories.
o Lead and manage the upload of critical project information on platforms such as Teamwork and PMP.
o Support the program Manager to develop and oversee a detailed calendar of critical project milestones and necessary followups.
4. Program and Team Support
- Provide clerical support to the ADCIN Steering Committee including documentation meeting organization and communication followups.
- Maintain an organized repository of ADCIN documentation for easy access.
- Support DCP scientists:
o Raising purchase requisitions (PRs).
o Organizing internal team meetings.
o Processing nonHSBC (credit card) expenses.
o Ensuring timely documentation and followup on action points from meetings.
- Teamwork: contribute to DCP s Admin Team success by learning new tasks rotating responsibilities covering for each other during leaves etc.
5. Documentation and Knowledge Management
- Post and maintain breeding team Subgrants Procurement ADCIN Donations Assets SMTAs and other documentation on DCP Teams to ensure accessibility and proper knowledge management.
- Implement a structured folder system to enhance document retrieval efficiency.
Requirements
- Associate s or Bachelor s degree in Business Administration Communications or a related field.
- At least 3 years of experience as an administrative assistant or similar role preferably in an international or nonprofit organization setting.
Associate s or Bachelor s degree in Business Administration, Communications, or a related field. At least 3 years of experience as an administrative assistant or similar role, preferably in an international or non-profit organization setting.
Employment Type
Full Time
