Administrative Assistant At International Maize And Wheat Improvement Center (Cimmyt)

Summary of responsibilities:
Procurement and Vendor Management
Procurement Coordination.Coordinate procurement processes for Eastern and Southern Africa (ESA), ensuring compliance with organizational policies and guidelines.
Raise ESA CAPEX requisitions and ensure timely follow-up with procurement teams.

Vendor Management.
Evaluate vendor performance to ensure quality and cost-effectiveness.
Upload vendor performance reports for access by the team.

Germplasm Movement.
Process SMTAs (Standard Material Transfer Agreements) for germplasm movement, ensuring adherence to legal and procedural requirements.
Maintain an updated database of germplasm movement records.
Manage the processing of KeMHPIS documents, oversee DHL shipments and logistics clearance, and coordinate with procurement to ensure seamless execution.

Grants and Financial Management
Subgrant Management.
Draft and upload subgrant agreements on SGM and ICERTIS platforms.
Maintain an updated Subgrants Tracker.
Upload partner documents for payments.
Notify partners of payments and track confirmation of receipt.
Donations Management.
Coordinate donations, ensuring proper documentation and alignment with applicable
project goals.

Asset Management.
Maintain the DCP ESA assets register, ensuring accurate records of storage, maintenance,
and usage.
Coordinate periodic audits to ensure accountability.

Knowledge Management
On-line information repositories.
Lead and manage the upload of critical project information on platforms such as Teamwork and PMP.
Support the program Manager to develop and oversee a detailed calendar of critical
project milestones and necessary follow-ups.

Program and Team Support
Provide clerical support to the ADCIN Steering Committee, including documentation, meeting organization, and communication follow-ups.
Maintain an organized repository of ADCIN documentation for easy access.
Support DCP scientists:
Raising purchase requisitions (PRs).
Organizing internal team meetings.
Processing non-HSBC (credit card) expenses.
Ensuring timely documentation and follow-up on action points from meetings.

Teamwork: contribute to DCP's Admin Team success by learning new tasks, rotating responsibilities, covering for each other during leaves, etc.

Documentation and Knowledge Management
Post and maintain breeding team, Subgrants, Procurement, ADCIN, Donations, Assets, SMTAs, and other documentation on DCP Teams to ensure accessibility and proper knowledge management.
Implement a structured folder system to enhance document retrieval efficiency.

Requirements:
Associate's or Bachelor's degree in Business Administration, Communications, or a related field.
At least 3 years of experience as an administrative assistant or similar role, preferably in an international or non-profit organization setting.

Personal attributes and competencies
Proficient in MS Office Suite (Word, Excel, PowerPoint) and familiar with administrative
management systems and cloud-based platforms.
Strong organizational and time management skills with the ability to multitask.
Strong communication skills, both verbal and written, in English; Swahili is desirable.
High level of discretion and confidentiality.
Ability to work effectively in a multicultural team environment and under tight deadlines.
Ability to work independently and well within teams.