103597– Operation Assistant

The Organization

The Alliance of Bioversity International delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people's lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.

About the position 

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT)        is seeking to recruit an Operation Assistant.  

The operation assistant will have the responsibility of providing overall Operations assistance support to the on-going projects of The Alliance in Rwanda. The Operation Assistant will work very closely with the Operation Associate in day-to-day Operations tasks. The Operation Assistant position reports to the Operations Associate and the Country coordinator II- Country office administrative

Main Duties and Responsibilities 

Administration 

Conferences/ Workshops/ Meetings

• Assist in coordinating both international/local conferences, workshops including providing secretarial, logistical, and other administrative support preceding and during the activity.
  
• Preparation of conference/workshop/meeting reports. 
  

  Staff Travel
  

  • Assist in coordinating travel arrangements for Alliance of Bioversity international and CIAT staff, collaborators, and visitors (tickets, airport transfers, visas, hotels, etc.). by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators
    
  • Messenger and driving
    

    Procurement and Asset Management
    

    • Assist in maintaining stores and managing stationary.
      
    • Provide support on the procurement process, import/ export, shipping for Alliance of Bioversity international and CIAT and hosted institutions such as IITA, MEDA and IFPRI
      
    • Receive all procurement requests and advise requestors on compliance matters accordingly.
      
    • Source quotations, prepare bids analysis and liaise obtain all necessary approval.
      
    • Assist in preparation and manage contracts and communications with vendors for goods and services required by the office.
      
    • Initiate request in Agresso for Alliance and hosted institutions as focal points i.e. Request for logistics module and SAP Concur
      
    • Assist in Fleet Management (processing travel requests, checking logbooks, preparing fuel request forms, yellow cards renewals, assist driver for mileage report etc.)
      
    • Maintaining an updated office assets register
      
    • Assist in prepare procurement quarterly report.
      
    • Assist in assets management of the Organization (safety and security of assets, assets purchase, recording and disposals);
      
    • Provide support in assets physical verification and tagging. 
      

      Finance
      

      • Assist in ensuring compliance with duty/tax regulations in line with host country agreement.
        
      • Register invoices and check attached supporting documents before sending them to finance for payment.
        
      • Initiate payment requests for Alliance of Bioversity international and CIAT staff & hosted institutions