Administrative Assistant, Office of the CEO

1. Systems Travel and Procurement Submissions

• Prepare submit and track Travel Authorizations (TAs) Travel Expense Claims (TECs) Requests for Payment and Requests for Purchase in MyTree and other corporate systems on behalf of the CEO Executive Assistant and OCEO staff.
  
• Coordinate with the in-house travel desk and external providers on bookings itineraries and accommodation for the CEO OCEO staff consultants and invited guests including visa requests and reimbursements.
  
• Process consultancy contracts and invoices and initiate procurement for OCEO supplies services and equipment following up with HR Finance and Procurement until closure.
  
• Maintain trackers of all submissions approvals reference numbers and outstanding actions; flag bottlenecks to the Executive Assistant.
  

2. Finance and Budget Support:

• Support the preparation tracking and record-keeping of the OCEO budget including inputs into the annual plan of work and resource allocation through the year.
  
• Compile and reconcile accounting claims expense reports and supporting documentation; facilitate monthly budget updates with the Finance team.
  
• Monitor OCEO costs and expenses (equipment travel operating costs) and flag variances against budget.
  
• Manage the unit petty cash ensuring proper documentation and reconciliation.
  

3. General Administrative Support Correspondence and Signatures

• Draft format and proofread outgoing correspondence on behalf of the OCEO including letters invitations internal memos and routine communications.
  
• Manage the CEOs signature workflow: prepare and verify supporting documentation for review and signing route signed documents appropriately and maintain records of signed items.
  
• Log all incoming invitations to the CEO and OCEO in a central tracker; circulate to the Executive Assistant and Chief of Staff for triage and follow up on RSVPs and responses.
  
• Manage the issuance and recording of OCEO reference numbers and maintain an organized document filing system (physical and digital).
  
• Order and manage office stationery supplies and equipment for the OCEO; oversee maintenance and supervise cleaning and office upkeep as required.
  

4. Meeting Event and Visitor Logistics

• Provide logistical support for CEO-hosted meetings retreats conferences and events including room reservations audiovisual setup catering and materials.
  
• Coordinate access reception and hospitality for CEO visitors and OCEO guests.
  
• Assist the Executive Assistant in compiling meeting briefing packs and follow-up notes.
  

5. Other Responsibilities

• Act as a back-up to the Executive Assistant on selected administrative and system tasks during high workload travel or leave within the boundaries set by the Executive Assistant.
  
• Identify and mitigate potential risks within the work area.
  
• Take reasonable care of own occupational health and safety and that of others as obliged by CIFOR-ICRAFs Occupational Health and Safety Policy and cooperate with CIFOR-ICRAF in complying with requirements under any statutory health and safety provisions of relevant country laws.
  
• Any other duties as may be required by the Executive Assistant or the OCEO.
  

• A relevant university degree in Business Administration Finance Accounting Office Management or a related field or equivalent qualifications and experience.
  
• At least 2 years of professional administrative finance or operations support experience preferably in an international or multicultural working environment.
  
• Excellent command of English both written and spoken
  
• Preferred: Demonstrated experience processing travel authorizations and expense claims procurement requests and financial transactions in an enterprise system (e.g. MyTree ERP or similar).
  
• Preferred: Working knowledge of budget tracking expense reconciliation and basic financial reporting.
  
• Strong computer skills in Microsoft Office (Word Excel Outlook PowerPoint Teams).
  
• Familiarity with CGIAR or international NGO administrative procedures is an asset.