Administrative assistant
cimmyt is a cutting-edge, non-profit international organization dedicated to solving tomorrow's problems today. It fosters improved quantity, quality, and dependability of production systems and basic crops through applied agricultural science.
* this enhances the livelihood trajectories and resilience of millions of farmers, working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries.
the administrative assistant will provide comprehensive administrative, operational, and logistical support to ensure smooth delivery of activities, compliance with institutional processes, and timely facilitation of program operations.
key responsibilities:
* financial administration:
o prepare and manage financial reports for credit cards of assigned scientists.
o support scientists with expense processing, requisitions, and financial documentation.
o process prepayments in accordance with institutional finance procedures.
* event, meeting, conference & workshop coordination:
o support program events, meetings, conferences, and workshops.
o send invitations and manage communications with participants.
o arrange logistics including transport, airfare, and accommodation.
o facilitate reimbursement of participant expenses when required.
* travel & mobility management:
o make bcd travel reservations for national flights for assigned teams.
* procurement & vendor coordination:
o raise capex requisitions and monitor progress in line with procurement processes.
* efficient germplasm logistics:
o process standard material transfer agreements.
o manage dhl shipments, kemhpis documentation, and liaise with procurement for related processes.
* grants & asset management:
o upload subgrant agreements via sgm and icertis.
o maintain a subgrants tracker to ensure proper monitoring and follow-up.
* knowledge & information management:
o upload critical project information into institutional systems.
o support the program manager in tracking milestones and deliverables.
* program & team administrative support:
o assist in meeting coordination, documentation, and follow-up actions.
o rotate tasks within the admin team to ensure coverage and resilience.
* documentation & process support:
o maintain organized records and files for all program-related administrative processes.
* representation & liaison at hq:
o serve as the dcp focal person at hq to follow up with enabling units to ensure timely action on program requirements.
requirements:
* bachelor's degree: business administration, management, public administration, international development, project management, finance, accounting, agricultural economics, agribusiness, supply chain/logistics management, environmental science, agriculture, crop science, or related fields.
* advanced degree (master's) in any of the above fields is an advantage.
* experience providing comprehensive administrative and operational support in an international, multicultural, or non-profit environment.
* excellent organizational skills, including time management, resource management, prioritization, coordination, and communication.
* proficiently use microsoft office (word, excel, powerpoint, outlook) and other relevant software. Familiarity with microsoft dynamics 365 will be an advantage.
* exposure to agricultural research, international development, familiarity with international organizations/ ngo sector (multicultural).
* advanced level of english (written and conversational). English will be tested, and candidate should score a minimum of c1 on cefr.
* selected candidate must exhibit the following competencies: critical thinking, teamwork, client orientation, problem-solving decision making, negotiation, and conflict resolution.
benefits:
* attractive remuneration package and support for continuous professional development.
* in addition to mexican labor law provisions, our benefits include year-end bonus, vacation premium, life and medical insurance, supermarket coupons, savings fund, social mexican benefits (imss, sar / infonavit).