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Administrative Assistant (Ref:. 17-09)

Lima

  • Organization: CIP - International Potato Center
  • Location: Lima
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

International Potato Center POSITION ANNOUNCEMENT

Ref: 17-09 AA/NRS/HQ

Administrative Assistant

International Potato Center (CIP) is seeking an Administrative Assistant with high level of commitment to provide administrative support for a hosted center, The World Agroforestry Centre (ICRAF).

The position: The Administrative Assistant will be based in Lima, Peru and will report to the Regional Finance and Administration Officer for ICRAF in Latin America. Duties and Accountabilities:

  • Ensure timely delivery of monthly financial reports, including cash management, imprest returns, payroll, ledgers, reconciliations, and any other financial related reports as per financial reporting guidelines.
  • Appropriate use of the accounting systems of the organization.
  • Handle the office calendar, including official meetings, events, travel schedule and travel arrangements;
  • Provide logistical and administrative support to national and international staff, visiting scientists and consultants;
  • Oversee ICRAF office equipment and publications inventory;
  • Ensure that requisition of office supplies is done on time;
  • Receive and manage telephone calls and organize international conference calls;
  • Monitor incoming communications and documents for the Regional Coordinator and senior scientific staff and follow-up on priorities as required;
  • Write internal/external communications and letters on request;
  • Update the regional database of mailing addresses, and contact information for partners and recipients of ICRAF information;
  • Ensure that relevant background material is available for meetings on a timely basis;
  • Provide administrative services to the regional and other offices, including traveling arrangements;
  • Prepares correspondence on a range of topics on behalf of the Regional Coordinator as requested;
  • Ensure adherence to ICRAF’s administrative guidelines, policies and procedures;
  • Support the ICRAF office team, listening, observing, anticipating, and giving them a heads- up on issues of concern to staff and managers interacting with them; and informally providing relevant feedback and advice;
  • Establish and maintain an effective network of contacts both inside and outside CIP’s Front- Office to ensure cooperation in support of office needs;

Selection Criteria:

  • Not less than 3 years of relevant work experience in similar positions.
  • Fluency in both English and Spanish in written and oral form is essential (Portuguese is desirable.)
  • Good judgment, diplomacy, and tact are essential, as is demonstrated absolute discretion in handling confidential and sensitive information; Ability to deal effectively with complex situations and demands, with internal and external contacts at all levels;
  • Ability to organize, coordinate, plan, prioritize, schedule and handle multiple work activities and demands in an effective and satisfactory manner;
  • Strong verbal and written communication skills;
  • Excellent technology skills, with proficiency in Word, Outlook, Excel and PowerPoint;
  • Ability to work seamlessly with all members of ICRAF on day-to-day operations;
  • Proven ability to work in a multicultural environment while carrying out multiple tasks on a daily basis with a positive attitude.

Conditions: This position is local and employment contract will be for a one-year term with three months of probation period and with the possibility of renewal. ICRAF prides itself on its collegial and supportive working environment, which allows space for personal and professional growth.

Applications: Applicants should apply online through our CIP’s Job Opportunities website

(http://cipotato.org/open-vacancies/), including a letter of motivation, a full C.V. with the names and contact information of three references that are knowledgeable of the candidate’s professional th

qualifications and work experience. Screening of applications will begin on February 24 , 2017 and will continue until the post is filled. All applications will be acknowledged; however only short listed candidates will be contacted.

Learn more about World Agroforestry Centre (ICRAF) by accessing our web site at http://www.worldagroforestry.org/

This vacancy is now closed.
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