ADMINISTRATIVE ANALYST- CLIMATE ACTION AFRICA
THE ORGANIZATION
The Alliance of Bioversity International (www.bioversityinternational.org) and the International Center for Tropical Agriculture (CIAT) (www.ciat.cgiar.org) 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.
With novel partnerships, the Alliance generates evidence and mainstream innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people in a climate crisis.
The Alliance is part of CGIAR, a global research partnership for a food-secure future.
About the position
The Climate Action Lever focuses on both climate change mitigation and adaptation, emphasizing research-driven insights, cutting-edge digital innovations, strategic finance and investments, supportive policies, and commitment to gender and social inclusion. Our work involves equipping diverse stakeholders from smallholder farmers to government agencies and private-sector entities with the tools and knowledge to identify and anticipate climate risks, develop innovative responses to absorb and recover from shocks, and shape policies and investments that foster sustainable growth and equitable outcomes.
This position is part of the Climate Action - Lever 3 Africa Support Team and will focus on providing administrative and logistics support to research staff of Climate Action Africa in coordination with the Senior Program Associate and the rest of lever 3 support staff.
Main responsibilities
Administration
- Support Climate Action Africa with administrative coordination of program/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, such as raising requests for personnel, consultants, student interns, procurement of supplies and services, payments for service providers etc.
- Process all travel requests, ticket flight options, ticket requests, monitoring of the trip (departures/arrivals on time, advance travel processing, insurance, visas, requirements, legalization and reimbursement of expenses.
- Support key events, including several high-profile international conferences in collaboration with partners and / or donors in Africa.
- In Liaison with Africa Research Support units support the coordination and organization of all meetings and workshops in East and South Africa (ESA) and West and Central Africa (WCA) related to the lever, both internal and external
- Support and collaborate with the lever teams in the design of workshops and meetings at national and international level.
- Process assigned tasks from requests sent by Lever 3 staff.
- Collaborate with implementing requests within agreed deadlines as well as to keep internal task tracking spreadsheets and communicate status / completion over email to requesters.
- Support monthly meetings of the lever teams.
- Ensure that donor rules and institution policies and directives regarding the use of funds for services, trips, events, and consultancies are enforced (Collection and correct registration in Share Point of required documentation)
Plans
- Supporting preparation of proposal budgets in the absence of Proposal Specialist.
- Reviewing grant agreement to ensure compliance with internal policies and donor requirements.
- Distribution of new budgets and creation of the project codes in the system.
- Monitoring of project budgets to ensure no budget over runs.
- Sharing budget status with the project leaders and providing financial guidance during monthly meetings.
- Reviewing of Partner agreements to ensure compliance with the donor rules and Alliance internal policies.
- Reviewing of Partner reports and registering the expenses in the ERP system.
- Preparing and updating Personnel cost allocations (PCA) monthly.
- Preparing quality donor financial reports on a timely basis.
- Supporting preparation of proposal budgets in the absence of Proposal Specialist.