CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow\u2019s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.
For more information, visit cimmyt.org
CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Administrative Assistant to support the Chief of Staff Office.
The position will be based at CIMMYT headquarters in Texcoco, State of Mexico, near Mexico City
Specific duties:
Assist with the preparation and filing of various types of Mexican visa applications for both international recruited staff (IRS) and international visitors (e.g., students, visiting scientists), including the drafting of official documents, correspondence, and related forms. Provide support in sending the required original official documentation for visa processes to the applicant, so it can be presented to the appropriate embassy or consulate. Keep accurate records of accreditations, passports, official cards, immigration documents, and other privacy-protected information and documentation, as well as other relevant documentation as required. Maintain accurate and up-to-date physical and electronic files and detailed official documents such as diplomatic notes; enter required data in a timely manner; meet all application reporting requirements within established timelines and standards; assist in the completion of statistical, narrative, and other reports; and monitor expiration dates of official documents to ensure timely follow-up for renewals. Maintain an up-to-date database to monitor international visitors to CIMMYT HQ, including the courses and events they attend, and ensure all related documentation is properly reviewed and organized. Keep internal databases and reports updated in a timely manner regarding all processes carried out with the Mexican Ministry of Foreign Affairs (SRE). Provide direct support and assistance to international recruited staff (IRS) and foreign visitors of the organization in both immigration and diplomatic procedures. Use support tools such as Adobe Sign and Dynamics 365 to track and manage ongoing processes and official documentation. Manage the coordination of signatures, registration, and status tracking of ongoing procedures. Record and follow up on procedures submitted through SAME (Sistema de Atenci\u00f3n a Misiones Extranjeras) of the Mexican Ministry of Foreign Affairs (SRE). Provide assistance in the diplomatic franchise approvals for inbound and outbound shipment for the shipment of IRS household goods to Mexico and for the importation of official goods. Keep accurate records of the import and export process of the shipments of IRS household goods from HQ and Regional Offices, including tracking the status of the processes and the corresponding payments. Support the review of processes related to diplomatic plates for official vehicles and maintain organized records and supporting documentation. Assist in drafting official communications. Provide support and prepare documentation for the registration of local staff based in Mexico. Provide support in the processes related to diplomatic reception at Mexico City International Airport (AICM) Assist in the coordination and execution of protocol-related event management activities. This includes supporting the preparation of materials, planning, and execution of special projects related to events and official visits. Provide in-person support for procedures and tasks handled by the Office as needed. Prepare information and ensure the timely execution of Office responsibilities, including administrative tasks such as expense reports, chargebacks, payment processing, travel arrangements, transportation requests support, cash advances, accommodation, documentation handling, and activity reporting. Assist in preparing lists, status charts, and managing data essential to the Office\u2019s functions.Requirements
The selected candidate must have a bachelor\u2019s degree in a relevant field (e.g. International Relations, International Business, International Trade, Business Administration). The selected candidate must have at least 1 year of experience working in similar roles. The candidate must exhibit a clear understanding of institutional procedures related to immigration, and administrative support, demonstrating a high level of discretion, attention to detail, and service orientation, as well as strong organizational skills in database management and information control. The selected candidate must have strong organizational skills that reflect an ability to organize and prioritize work in a setting with frequent and rapid priority and assignment changes and additions coming from multiple sources in a fast-paced environment. The selected candidate must have the ability to maintain high integrity and discretion in handling confidential information. The selected candidate must understand instruments of international relations. The candidate must exhibit a proficiency in English and Spanish. English test will be administered; the candidate must score a minimum of B2 as per CEFR. The candidate must exhibit proficient computer skills (at a minimum: Microsoft Office, Zoom, and Adobe Acrobat) and willingness to learn/master other programs and software as necessary. The selected candidate must have excellent organizational, writing, research, and communication skills, including the writing and communication skills, including the ability to communicate legal concepts to lay (non-legal) stakeholders The candidate must exhibit a sense of urgency and commitment to his responsibilities and deadlines. The selected candidate must exhibit the following competencies: Proactive, Communication, Problem-solving, Achievement Orientation, Flexibility/Adaptability, Multi-Cultural Awareness/Sensitivity, Teamwork, Time Management, and Collaboration.Benefits
CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).