Internal call Alliance Staff only - Administration and Coordination Assistant II CGIAR IAES
Internal call Alliance Staff only - Administration and Coordination Assistant II CGIAR IAES
Posted on :
09-01-2025
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Job Description
Internal Vacancy Announcement
Administration and Coordination Assistant II CGIAR IAES
The Organization
The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) delivers researchbased solutions that harness agricultural biodiversity and sustainably transform food systems to improve people s lives. The Alliance is part of CGIAR a global research partnership for a foodsecure future:
CGIAR s Independent Advisory and Evaluation Service (IAES) is based in Rome Italy and hosted by the Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT).
IAES provides operational support as the secretariat for the Independent Science for Development Council (ISDC) and the Standing Panel on Impact Assessment (SPIA) and implements CGIAR s multiyear independent evaluation plan as approved by the CGIAR s governing body the System Council. More information about IAES is available at
ISDC is a standing council of external scientific experts providing rigorous independent strategic advice to System Council and other stakeholders.
SPIA is an impartial panel of experts in impact assessment appointed by the System Council.
The Evaluation function of IAES delivers and supports process and performance evaluations commissioned by System Council.
On behalf of IAES the Alliance of Bioversity International and CIAT is recruiting an Administration and Coordination Assistant to support all IAES functions in the delivery of their workplan.
About the position
Based in Rome Italy at the Alliance Headquarters the Administration and Coordination Assistant will support the Director and all IAES functions in the delivery of the workplan and will facilitate the overall coordination of administrative activities across the group. This position reports to the Senior Manager Events and Operations.
Responsibilities
More precisely the Assistant will assist a number of IAESwide processes by undertaking the specific tasks listed below:
Recruitment: i) Raise consultancy requests and contracts on behalf of IAES functions according to Terms of Reference supplied by IAES colleagues and aligned with prevailing policies guided by Senior Manager; and ii) Maintain consultancy administration systems (e.g. timesheet & invoice templates) and proactively prompt colleagues to perform required workflows; and iii) support the Senior Manager in preparation of recruitment documentation for staff positions as required.
Consultancy roster database maintenance: IAES maintains rosters of subject matter experts professional evaluators and a range of professional services i) Provide administrative support to roster refresh and maintenance according to IAES Roster policy ensuring adequate record keeping systems are in place; (ii) Support communication with applicants and rostered experts; and iii) Support reporting to the Alliance and System Organization procurement offices.
Procurement process: i) Prepare requests and payment documentation in line with the IAES Standard Operating Procedure (SOP) for procurement to ensure compliance with the prevailing policies guided by Senior Manager Events and Operations; ii) Maintain procurement administration systems for timely and centralized retrieval of information record keeping and workflows.
Travel and meeting management: i) Facilitate travel requests and reimbursement claims on IAESsupported duty travel and missions for staff and nonstaff travelers guided by IAES SOP on travel aligned with relevant travel policies; ii) Support planning and organizing events meetings and conferences managed or attended by IAES including logistics travel arrangements for the ISDC Council SPIA Panel members and other nonstaff participants; and iii) Provide specific support to meeting scheduling requested by director of IAES.
ISDC/SPIA Member compensation: i) Proactively collate and disburse ISDC and SPIA Council members honoraria twice a year and maintain a database of members declarations of interest.
IAES coordination and internal communication: i) Manage IAES internal storage channels and share access to all relevant folders when requested; ii) Troubleshoot and secure IT support as needed for IAES coordination and storage applications (Microsoft) as well as travel and expense platform (SAP Concur); iii) Propose optimal systems for filing organization and retrieval of documents in online repositories; iv) Oversee general IAES mailbox forwarding timesensitive communications to appropriate recipients and provide specific support to business correspondence requested by director of IAES; and v) Contribute to the induction and onboarding processes of IAES staff ISDC and SPIA members and long and shortterm consultants.
Other: Perform other administrative organizational and logistical duties including backstopping for IAES Budget and Finance Specialist and providing support to IAES Director as required.
In line with the nature of the role supporting processes across IAES the Assistant will be encouraged to propose and implement novel and improved channels where required by evolving business needs and partake in trainings to optimize working culture and strengthen core competencies for the position.
Requirements
Requirements
Secondary school education supplemented by office training or related courses.
A degree in languages business paralegal studies or related fields is highly desirable.
Previous relevant work experience with administrative organizational and logistical duties preferably in an international organization.
Proficiency in relevant software packages (Microsoft Office Suite). Knowledge of SAP Concur is an asset.
Solid interpersonal communications and teamwork skills; courtesy and tact and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.
Welldeveloped skills in personal organization filing and priority setting problem solving and accuracy.
Strong client orientation and service approach.
Sound judgment and initiative; ability to work independently within the assigned area.
Full professional proficiency of the English language both written and spoken. Working knowledge of Italian is an asset.
Benefits
Terms of employment
This is a nationally recruited position based in Rome (Italy) open only to internal candidates namely: regular staff members complementary staff members and individuals who are currently employed or have completed a contract with Bioversity in the last 6 months. The salary is level 5 on a scale of 14 levels with level 14 being the highest. The salary range starts from Euro 39370. The remuneration package includes a competitive salary leave provisions medical and life insurance and noncontributory retirement plan. The contract will be for a period of 3 years subject to a probationary period of 12 months and is renewable subject to performance project needs and availability of funds.
Please note that eligible applicants must have the legal status to live and work in Italy:
Be Italian nationals holding a valid passport or identity card.
Or be EU citizens holding a valid passport or identity card and confirmation of registration from the Registrar s Office (Anagrafe).
Or Non EU citizens holding a valid Italian work permit (permesso di soggiorno per lavoro subordinato).
Applications
Please apply online through the website (careers) no later than 19th January 2025 attaching a curriculum vitae and motivation letter both in English.
Please visit our careers page at: careers
Requirements Secondary school education, supplemented by office training or related courses. A degree in languages, business, paralegal studies or related fields, is highly desirable. Previous relevant work experience with administrative, organizational, and logistical duties, preferably in an international organization. Proficiency in relevant software packages (Microsoft Office Suite). Knowledge of SAP Concur is an asset. Solid interpersonal, communications and teamwork skills; courtesy and tact, and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds. Well-developed skills in personal organization, filing and priority setting, problem solving and accuracy. Strong client orientation and service approach. Sound judgment and initiative; ability to work independently within the assigned area. Full professional proficiency of the English language, both written and spoken. Working knowledge of Italian is an asset.
Employment Type
Full Time
Key Skills
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