Administrator

Reports to: Country Manager \u2013 Turkey Office

Location: Ankara, Turkey

Main purpose of position

The role of the Turkey Office Administrator is to coordinate and provide secretarial and administrative support to the Turkey Office under the supervision and guidance of the Turkey Country Manager.

About ICARDA

The International Center for Agricultural Research in the Dry Areas (ICARDA) is a treaty-based international non-profit research organization supported by CGIAR. ICARDA\u2019s mission is to reduce poverty, enhance food, water, and nutritional security, as well as environmental health in the face of global challenges including climate change. We do this through innovative science, strategic partnerships, linking research to development and capacity development that take into account gender equality and the role of youth in transforming the dry areas. ICARDA works in partnership with governments, universities, civil society, national agricultural research organization, other CGIAR Research Centers, and the private sector. With its temporary Headquarters in Beirut, Lebanon, ICARDA operates in regional and country offices across Africa, Asia, and the Middle East. For more information: www.icarda.org 

All CGIAR Centers are currently engaged into a reform process (\u201cOne CGIAR\u2019\u201d) that will help ICARDA and CGIAR achieve better impact through more strategically integrated research, unified governance, an integrated structure, and new research modalities across participating Research Centers. This transformation is supported by CGIAR donors who have committed to increased funding as a result of these reforms.  

Main responsibilities

The position oversees and supports a wide range of institutional activities in Ankara, Turkey as follows:

\u00b7        Provide full secretarial, administrative and financial support to the Country Office. This includes providing support in planning activities, coordination, or information sharing on specific projects or activities and accounting financial matters.

\u00b7        Coordinate the administrative and logistics aspects of events, meetings, workshops, and travel, as required.

\u00b7        Coordinate with the Ministry of Foreign Affairs and General Security on matters related to securing visas and residencies for ICARDA staff and visitors.

\u00b7        Follow up on the necessary documents and actions from/to Turkey incoming and outgoing seeds from the International Nurseries and/or other nurseries.

\u00b7        Liaise with central corporate services HQ on the organization of internal and external audits and provide support to such audits from the Office.

\u00b7        Initiate and follow up on procurement requests, consultants/interns/student requests, and payments in compliance with ICARDA policies and standard practices.

\u00b7        Initiate and follow up the financial matters including bank reconciliation, preparation of bank vouchers, cheques and other finance entries.

\u00b7        Working closely with the central corporate HR and Finance staff in HQ and provide hands-on support to the administrative services, including providing advice to staff on general HR matters, preparation, and management of contracts for local staff; oversee the payroll for locally recruited staff, including withholding and payment of applicable income taxes.

\u00b7        Oversee facilities maintenance, building, and staff safety and security, transport services, and related activities; liaise with related service providers to ensure effective services.

\u00b7        Manage the petty cash for the Turkey office.

\u00b7        Coordinate the clearances of ICARDA goods with the customs and shipping agents.

\u00b7        Prepare the monthly time sheets for Turkey country office staff.

\u00b7        Follow up with the bank on matters related to salaries, visa cards, accounts management, and other related financial matters with full coordination with the Finance Department.

Requirements

Education, qualifications and experience

\u00b7        BSc business management, or equivalent, with a minimum of three years\u2019 experience in secretarial work and office / administrative support.

\u00b7        Demonstrated experience in working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and inquiries, and ensuring that appropriate confidentiality is maintained at all times.

\u00b7        Demonstrated ability to work harmoniously with diverse colleagues and functions.

\u00b7        Resourceful and flexible approach.

\u00b7        Ability to plan and anticipate problems and to problem solve.

\u00b7        Demonstrated proficiency in using Microsoft Outlook, Word and Excel and an ERP.

\u00b7        Fluency in English and the relevant national language - spoken and written is essential.

\u00b7        Professional, confident, courteous, and helpful manner.

\u00b7        Ability to manage and prioritize tasks and time efficiently.

Benefits

Terms of appointment, salary and benefits

This is a full-time nationally recruited staff position for which ICARDA offers an attractive compensation package including a competitive salary, medical insurance, 30 days of annual leave, five months\u2019 maternity leave, 15 days\u2019 paternity leave. The successful candidate will be offered an initial contract of 3 years, renewable subject to continued need for the position, availability of fund and satisfactory performance. The first year will be a probationary period.