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    MW23167- Administration and HR Coordinator - Montpellier, France - CIMMYT

    CIMMYT
    CIMMYT Montpellier, France

    il y a 3 jours

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    Description

    The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT, is a not -for-profit research and training organization with partners in over 100 countries. Please refer to our website for more information:

    CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Administration and HR Coordinator. The successful candidate will work in the Sustainable Agri-food Systems Program of CIMMYT and support the implementation two One-CG initiative projects as well as USAID-funded project.

    Key Duties & Responsibilities

  • Provide all administrative and logistic 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.
  • To work in close coordination with Finance team for providing documentation and other assistance on vendor bills related query.
  • Manage conference room availability, reservation for different department meetings, upkeep of the conference rooms, and coordinate for supplies during the conference 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 polices.
  • Ensure compliance with agreements between CIMMYT and partner organizations and government agencies. Support renewal process of the agreements as required.
  • Ensure the CIMMYT- ICRISAT management agreement is effectively managed, and renewals are done in a timely manner.
  • Facilitate the internal and external audits taking place in-country and ensure the 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 help in making arrangements for hotel stay for visitors/officials, conference room booking 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 headquarter 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.

    • Requirements

  • Minimum Bachelor's in Administration, or Operations or equivalent degree.
  • Minimum 5 years of experience in working in a multifunctional domain.
  • Experience working in international environments.
  • In-depth knowledge and hands on experience of MS Office especially MS Word and MS Excel
  • Good Analytical and report writing skills.
  • High level of confidentiality and integrity.
  • Excellent verbal and written English communication skills.
  • Flexibility in taking up tasks outside of regular job responsibilities as required

    • Benefits

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