Reports to: Executive Managing Director (EMD)
Location: Montpellier, France
Grade: SO3 / CG8
Date Published: 5 February 2025
Closing Date for Applications: 20 February 2025 at 09:00 CET.
About CGIAR
CGIAR is a global research partnership for a food-secure future. CGIAR science is dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services. Its research is conducted closely with hundreds of partners, including national and regional research institutes, civil society organizations, academia, development organizations, and the private sector.
About the position
As the primary support to the EMD, the Executive Coordinator is responsible for organizing a comprehensive range of administrative services to ensure effective and efficient operations in the EDM Office while introducing new and improved systems and processes to continuously enhance efficiency and effectiveness. The role involves taking accountability for the provision of inputs/insights that guide EMD engagements and proactive management of requests from stakeholders at the most senior levels and dealing with these appropriately in a fast-moving, complex and highly political environment. This role requires a proactive, organized, and professional individual capable of managing sensitive information and facilitating seamless coordination across internal and external stakeholders in a fast-paced, global environment.
Key Responsibilities
Executive and Administrative Support
Manage the calendar of activities, meetings, events and travel of the EMD, schedule appointments with an ability to make last minute changes as needed; anticipate the needs of the EMD based on the schedule and follow through on actions. Plan and organize EDMโs international and local travel arrangements, including visas, transportation, accommodations, and itineraries when travel is required Provide administrative support to the EDM as required, including monitoring and following up on resources, purchasing, and communications related issues; Keep the EMD updated on important matters requiring attention and decision.Technical Support and Information Management
Undertake research and analysis to prepare EMDโs participation in high-level meetings, missions, key events etc., including compiling and interpreting background documents and summarize information and data to provide inputs/insights that support decision-making or discussions. Coordinate the preparation of quality briefing notes, presentation and other papers, documents and proposals for DEMDโs review and consideration. Organize and attend meetings and events, prepare minutes and summaries, tracking follow-up on deadlines, commitments made, and actions taken. Compile and analyze documents and information coming from CGIAR SO office and CGIAR Centers on the latest activities and development to keep the EMD up to date on the latest progress and to allow for effective follow-up. Verify the completeness and relevance of required documentation and/or clearances (as appropriate) prior to submission for the Director's approval/signature; Coordinate the EMDโs preparation of Board pre-meeting documents like agendas and materials, collaborating with management and the board chair as needed.Communication and Liaison
Act as the first point of contact for the EMD, screening and managing incoming communications, and building and sustaining relationships with internal and external stakeholders to support EMDโs work. Respond to queries and request for information directed at the EMDโs Office. Organize the EMDโs interaction with various senior partners and stakeholders through written, verbal and electronic communication with colleagues in partner offices, ensuring smooth functioning of meetings and proper protocol when needed; Organize EMDโs participation and provide inputs/insights on talking points in key events, ensuring relevance and alignment with strategic goals and providing logistical support. Serve as an administrative liaison point with internal teams, CGIAR Centers, partners, and the respective Chairs and members of the Integrated Partnership Board and System Council. Represent the EMD professionally in interactions with senior officials, donors, and external stakeholders when requested. Collaborate with other units to ensure relevance and alignment of activities with organizational goals. Ensure effective coordination with other senior leaders in the organization.Requirements
Education and Experience
Bachelorโs degree in Business, Business Administration, Management, or a related field, Master degree is an advantage. Experience in providing executive assistance services or technical support to executive managers or senior leaders. Familiarity with project management and coordination; additional qualifications are desirable.Key Competencies
Demonstrated political astuteness, discretion, and tact. Ability to perform work of confidential nature. Strong organization, prioritization and problem-solving capabilities. Analytical skills Ability to work under pressure, meet strict deadlines and undertake numerous tasks simultaneously. Ability to work effectively with a broad range of stakeholders in a fast-paced multicultural environment. Demonstrated achievement in sustaining standards for service delivery anticipating operational challenges. Flexibility and adaptability. Effective communication and interpersonal skills. Strong client orientation and service approach; ability to anticipate client needs. Ability to work proactively with a high degree of independence within assigned areas.Language
Excellent command of the English, both written and spoken. A working knowledge of an additional language is an advantage.Benefits
The successful candidate will be employed in Montpellier, France by the CGIAR System Organization.
The CGIAR System Organization is an equal opportunity employer and offers competitive compensation with favorable taxation arrangements in France and, subject to eligibility, comprehensive employee benefits comprising extensive insurance coverage, a retirement plan, an education grant, and relocation support at the start of the appointment and upon conclusion of appointment for staff members and eligible dependents. All benefits are denominated and paid in Euros.
System Organization appointments are typically for a fixed term of three years, with a possibility of renewal subject to effective performance, operational needs, and funding.
Submitting Your Application
All applications must be submitted online by clicking the 'Apply' button below. If you require assistance or face challenges in submitting your application, please email recruitment@cgiar.org with the position title in the subject line. Please note we will not accept applications through this email.
Please ensure that your resume and cover letter are in English and do not contain your marital status, age, or photograph. Documents provided in a language other than English will not be considered.
CGIAR is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational, and multi-disciplinary, collegial working environment, with a competitive salary, excellent benefits, and flexible working arrangements. We consciously create an inclusive organization that reflects our global character and commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities. If you require accommodation due to a disability, please email your request to recruitment@cgiar.org and include โDiversity and Inclusion Accommodationโ in the subject line.
All received applications will be acknowledged; however, only shortlisted applicants will be contacted.
We look forward to hearing from you!
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