About the position
The main objective of this position lies in the comprehensive coordination of all logistical, financial, administrative, legal, project management, and other related processes within the CAL-PSE program in Brazil. Assuming a central liaison role, this function will concentrate on ensuring smooth and effective collaboration with all organizational areas, with the purpose of ensuring the successful and efficient execution of activities within the context of the mentioned project.
This support will be provided under the framework of the letter of understanding agreement signed between the Inter-American Institute for Cooperation on Agriculture (IICA) and CIAT.
The position will preferably be based in Brasilia (Brazil), working remotely (with some face-to-face meetings in Brasilia throughout the year).
Key Responsibilities
- Execute administrative, financial, legal, and logistical procedures for CAL-PSE, including associated projects, contracts, and components involving funding through the Alliance Bioversity-CIAT.
- Manage travel requests, flight arrangements, trip monitoring, insurance, and visa processing, ensuring accurate expense recording in collaboration with the accounting office and providing transparent accountability to other areas of the organization.
- Oversee the reimbursement process, including handling invoices, payment authorizations, and collection accounts, while working closely with the financial department to monitor and control existing project budgets, as well as new proposals, ensuring efficient financial management.
- Implement requests for office supplies, event materials, business cards, and related items.
- Organize logistics for project visitors, field trips, workshops, and events at both national and international levels, ensuring coordination and effective execution.
- Actively participate in regular team meetings, both virtual and face-to-face.
- Provide hands-on support to the team for planning, executing, and monitoring travel budgets, events, and contracts.
- Compile information for various organizational processes, including staff hiring and processes related to logistics, finance, legal and other areas.
- Facilitate the collection and accurate registration of necessary documentation in Share Point, ensuring adherence to donor rules regarding fund usage.
- Maintain communication with the administrative, financial, legal, and logistical departments of the Alliance Bioversity & CIAT.
- Consolidate and maintain an updated directory of key project partners to ensure smooth communication and collaboration, facilitating coordination and decision-making.
Requirements
Qualifications and requirements
- Bachelor's degree in business administration, Finance, Accounting, or related fields.
- 3 years of experience in procedures, administrative support, and attending to the public, with a desirable background in similar projects and comprehensive administrative management processes.
- Advanced skills in Excel.
- Intermediate to advanced level of English and Spanish (oral, writing, and comprehension skills).
Competences
- Demonstrated ability to work effectively as part of a team with people in a multi-cultural and multidisciplinary environment, including with external stakeholders.
- Ability to provide a high level of service under pressure.
- Problem-solving.
- Good ability to manage your own time, working from home.
- Teamwork skills.
- Demonstrated ability to work effectively as part of a team with people in a multi-cultural and multidisciplinary environment, including with external stakeholders.
- Bachelor's degree in business administration, Finance, Accounting, or related fields.