Administrative Assistant I

International Potato Center POSITION ANNOUNCEMENT

Ref.: 17- 01 AA/NRS/GEORGIA Administrative Assistant I The International Potato Center (CIP) is seeking an Office Assistant skilled at modern office procedures associated with CIP Central Asia and Caucasus (CAC) research programs, to provide overall administrative and secretarial support in the day-to-day management and functioning of the department per established standards, policies and procedures. The office assistant will be based in Tbilisi, Georgia.

The Center: CIP is a not-for-profit international agricultural research for development institution with a focus on potato, sweet potato, and Andean Root and Tuber Crops. Its vision is to enhance the use of roots and tubers crops to improve the livelihoods of the poor. CIP is dedicated to achieving food security, improved nutrition and well-being, and gender equality for poor people in root and tuber farming and food systems of the developing world. CIP is headquartered in Lima, Peru with staff and activities in over 20 locations across Africa, Asia, and Latin America. CIP is a member of the CGIAR Consortium, a network of 15 research centers that are mostly located in the developing world and supported by more than 50 donor members. Deliverables and time frame

The specialist will focus on the following primary activities:

Administrative functions

 Assist the Regional Leader and Admin/Financial Specialist with the provision of Project documents & timely implementation of activities;

 Arranging appointments with local Institutions, Ministries, governmental & Non-governmental agencies, donors, etc.

 Facilitate travel, accommodation, logistics & visa issues for CIP-Staff & visitors from abroad. Assist the Head and research staff of CIP office in organizing arrangements such as travel, accommodation, transportation, visas and requested appointments via OCS

 Organization of meetings, seminars/workshops, training courses, field days, etc.:  Liaise with NARS partners and donors to arrange organizational events;

 Arrangement of printing of training materials, and other project related publications/papers.  Office Management:

 To manage office assets and stocks (program/project/office documentation, supplies, stationery, equipment, furniture, business cards and other materials that employees need for effective work) and keep library materials in order, making purchase for the office needs. Record equipment’s' using according to internal rules and keep the office equipment in working order

 Assist in development and process of tenders, procurements, contracts, etc.

 Assist in maintenance of incoming and outgoing correspondence and documents in liaison with CIP Headquarters and other CIP Regional Offices and CG Center's Offices

 Supervise weekly Log Book and summary of oil/petrol consumption of office car, provided by driver Financial management

 Maintain the filling system of CIP- Regional office in proper order (hardcopies and electronic filing of all project documentation). Filing documents, assist to maintain day-to-day financial reports  Maintain the filling system on financial matters (request issuance, advance settlement & duly reporting) to Finance Department-CIP HQ.

Handling HR related issues:

 In coordination with CIP-HQ to monitor staff contracts, leave balances, timesheets and making records of respectively.

Selection Criteria

The office assistant shall has the following competencies, skills and experience and/or shall has successfully demonstrated these attributes:

Qualifications

Essential: Bachelor’s degree or equivalent in business administration/management;

Experience

Essential: at least five years’ experience in office management, preferably with an international organization; Proven ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information, apply appropriate computer skills in analyzing and developing the data, and prepare notes, papers and sections of reports.

Working experience abroad or in an International Organization would be an advantage. Working experience with state organizations would be an advantage.

Knowledge and expertise

Essential: superior written and oral communication skills in English; advanced knowledge of Microsoft Office; demonstrated expertise in planning, organization, time management, and problem-solving skills. Ability to establish and maintain productive contacts with appropriate officials of host government, donor agencies.

Personal qualities

Essential: discretion and tact in managing intra- and inter-institutional personal and business relationships; ability to work in multi-disciplinary and multicultural teams and partnerships in collaborative project implementation and monitoring; ability to work both independently and as an effective team-member;

Conditions :The employment contract will be for one-year term with three-month probation period and the possibility of renewal. CIP 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/) or through the direct lin: http://jobs.ge/eng/, attaching the following documents: a cover letter summarizing their relevance to this position, a full C.V .Screening of applications will begin on August 25, 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 CIP by accessing our web site at http://www.cipotato.org.

CIP is an equal opportunity employer. Qualified women and professionals from developing countries are particularly encouraged to apply.