Senior Administration Coordinator

SENIOR ADMINISTRATION COORDINATOR

The Organization

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people's lives. The Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation (https://alliancebioversityciat.org/ )

With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people.

The Alliance is a member of the CGIAR Consortium (www.cgiar.org) a global research partnership for a food-secure future.

Position Summary

The main objective of this position is to provide overall administrative support to the Rwanda country office and projects of the Alliance in Kigali, Rwanda. The position will work closely with the regional coordinators based in Nairobi to ensure adherence to policies, procedures, and compliance with Host country requirements. The position will have a dual reporting to the Country coordinator and to the head of Africa Regional Operations.

Responsibilities

• Support Projects and Office Administration:
  

  ü  Provide on-site support to researchers in the preparation of proposal budgets and maintain a database of all project activities in Rwanda.
  

  ü  Manage, review, and respond to the internal and external communication flow drafting correspondence and responding to queries from collaborators and internal clients.
  

  ü  Lead the procurement process - identifying, evaluating, and recommending potential suppliers/service providers and management of active supplier contracts.
  

  ü  Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, and disposals.
  

  ü  Provide oversight over the travel and conferences function by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators.
  

  ü  Coordinate the security function for staff, hosted institutions, premises and assets.
  

  ü  Coordinate relations with sister research centres and other hosted institutions to ensure sufficient service delivery.
  

  • Monitor Host Country Compliance & CIAT Policies & Procedures compliance:
    

    ü  Manage and monitor agreements pertaining to CIAT and Government of Rwanda institutional relations and prompt the Country Coordinator on expiry of agreements and/or any change of regulations.
    

    ü  Follow up on renewal and management of hosting and other general partner agreements.
    

    ü  Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to CIAT policies and country labor laws.
    

    ü  Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty/tax regulations in line with host country agreement.