Administrative Assistant II
Administrative Assistant II
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Job Description
About the position
The selected candidate will support the administration of institutional research grants subgrants processes and tools for their administration under the supervision of the Team Leader of the Grants Management Unit (GMU) in the Americas Hub.
The position will be based in the operations center of the Americas located in the Campus of Palmira Colombia.
Responsibilities
Grants administration:
- Support the compliance review of donor contracts and facilitate the process of contract clearance and signature.
- Review and support the preparation and submission of grantsrelated documents: donor reports nocost extensions grant agreements and agreement revisions.
- Support the LAC GMU team initiatives in the overall management and monitoring of grants.
- Assist the GMU LAC team with information management activities including filing and updating information on the ERP & SharePoint with projectgenerated documentation during the project s lifecycle for the LAC portfolio (Grant Agreements reports submission invoices variations approvals grants closure etc.)
- Assist with the development and implementation of improved tools and processes for grants administration.
- Support the GMU LAC team in the generation of invoices and correspondence/courier to donors.
- Draft capacitybuilding communication and informationsharing materials around grants administration.
Subgrants administration:
- Collaborate in gathering and compiling documentation from partners for the due diligence process (new partners) and ensure regular checks for partners information (ongoing partners).
- Support the LAC team in the coordination of partners performance assessment closure processes Watchdog verifications and others; and ensure proper data management in the ERP and other systems.
- Draft or review Sub/Lumpsum Agreements and related amendments for compliance with prime donor s requirements
- Facilitate Partners understanding of reporting requirements and contractual compliance.
- Set up new Subgrants in the ERP System and communicate with internal stakeholders on compliance requirements.
- Assist the GMU LAC team in the generation of requisitions/forms for the payment to partners.
Information management communication and capacity building:
- Assist with written communications (i.e. cover letters submission of reports special acknowledgment of funds to donors and others).
- Respond and provide regular updates on significant events coming up for grants and subgrants to the Team Leader.
- Support the management and improvement of information management systems (databases Intranet space filing systems etc.)
- Support the development of improved processes and tools for grants and subgrants administration.
- Contribute to the monthly updates of the CGIAR Grants Database.
- Support the GMU monthly lists for upcoming and outstanding reports follow up on project closure requirements and collaborate in the checks for closure conditions of grants and subgrants in the ERP (updates and checks).
Requirements
Qualifications and requirements:
- Technology career (or equivalent) supplemented by office training or related courses in the field of this announcement.
- Previous relevant work experience preferably in an international organization or nonforprofit organization.
- Proficiency in relevant software packages (Microsoft Word Excel PowerPoint).
- Intermedium level of the English language (oral and written).
Competences:
- Strong client orientation and service approach.
- Sound interpersonal communications and teamwork skills; courtesy tact and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.
- Strong initiative; ability to work independently within assigned areas.
Benefits
Terms of employment
This is a national recruited position placed at a BG05 on a scale of 14 levels with level 14 being the highest.
This is a Colombian national search and will be managed through a fixed term contract of a one (1) year period subject to a probation period according to the local legislation and is renewable depending on performance and availability of resources. The Alliance BioversityCIAT offers a multicultural collegial research environment with competitive salaries and excellent benefits. We are an equal opportunity employer and strive for gender diversity and inclusion in our staff without regard to race color religion gender gender identity sexual orientation national origin ethnicity age disability marital status or any other characteristic.
Applications
Applicants are invited to send a cover letter illustrating their suitability for the above position against the qualifications competencies and skills together with a detailed curriculum vitae including names and addresses of three referees knowledgeable about the candidate s professional qualifications and work experience. All correspondence should be addressed to the Human Resources Office at (M.chavarriaga@cgiar.org) and should indicate Application: Administrative Assistant II Grants Management.
Closing date for applications: January 25th 2024
Qualifications and requirements: - Technology career (or equivalent) supplemented by office training or related courses in the field of this announcement. - Previous relevant work experience, preferably in an international organization or non-for-profit organization. - Proficiency in relevant software packages (Microsoft Word, Excel, PowerPoint). - Intermedium level of the English language (oral and written). Competences: Strong client orientation and service approach. Sound interpersonal, communications, and teamwork skills; courtesy, tact, and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds. Strong initiative; ability to work independently within assigned areas.
Employment Type
Full Time
