MW23167- Administration and HR Coordinator

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