ASSISTANT II (Administrative Support) (CIAT)

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. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

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 in a climate crisis.

The Alliance is part of CGIAR, a global research partnership for a food-secure future. About the position

We are searching for an Assistant II responsible for providing efficient and effective administrative, logistical, and operational support to several research programs. The incumbent will be located in the Hanoi hub, under the direct supervision of one or more Program Management Officers (PMOs).

Responsibilities

Act as the focal point for processing requests made by research staff, in compliance with institutional policies and procedures, to contribute to the efficient delivery of projects:

Support research staff in the hub in raising requests for the acquisition of goods and services and following up with the person responsible for implementation, liaising with accounting staff about payments;
Support and guide colleagues in the process and required documentation for the hiring of research staff including interns, visiting research fellows, and national and international consultants;
Assist with payment authorizations, travel arrangements (tickets and payment advances), and travel expenses claims;
Make logistical arrangements for meetings, seminars and conferences, and other events (including invitations, air tickets, hotels, etc.) and relevant follow-up; Prepare non-technical minutes of meetings as required by research staff;
Support with the development of research contracts (letters of agreement) and invoicing for small grants, as required;
Carry out other administrative duties as needed.

Requirements

Technology career or equivalent in administration, industrial engineering, logistics, accounting, political sciences, international relations or related discipline with a minimum of 2 years of relevant experience, preferably in an NGO or international working environment;
Proficiency in Microsoft Office package (Word, Excel, PowerPoint, Teams and Outlook);
Advanced command of the English language, both written and spoken;
Sound knowledge of standard office procedures;
Strong client orientation and service approach;
Strong interpersonal, communications, and teamwork skills; courtesy, tact, and the ability to establish and maintain effective working relationships with people from different cultural and national backgrounds;
Well-developed skills in personal organization, priority setting, problem-solving, and accuracy.

Terms of employment

This is a national scope search and we will offer the selected candidate a national contract according to respective labor law regulations. We offer an initial one (01) year fixed-term contract, subject to a probation period of 02 months with renewal according to performance and availability of funds. This position is graded at level BG5 in a scale of 14 levels, BG14 being the highest level. The Alliance of Bioversity International and CIAT offers a multicultural and academic research environment, with competitive salaries and excellent benefits. We are an equal opportunity employer, and strive for gender, diversity, and inclusion in our staff, without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, or any other characteristic.

Applications

To be considered for this position, please send an email to HR Unit: T.ToMai@cgiar.org (Ms. To Mai Trang), cc M.Raju@cgiar.org (Ms. Monissa Raju) with the subject line “Application: Assistant II – Your full name”. In your email, please include:

A cover letter illustrating your motivation to apply and suitability for the above position against the listed qualifications and work responsibilities;
A detailed curriculum vitae, including the names and email addresses of three professional referees who are knowledgeable about your skills and professional abilities.

This position is urgent and will be filled as soon as a suitable candidate is found. Only qualified applicants with relevant skills and experience will be contacted. We recommend applying as soon as possible and no later than March 31, 2023.

We invite you to learn more about us at: https://alliancebioversityciat.org/