Coordinator II-Country Office Administrator
Job Details
Full Job Description
THE ORGANIZATION
The Alliance of
Bioversity International 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.
The
Alliance works with local, national and multinational partners across
Latin America and the Caribbean, Asia and Africa, and with the public
and private sectors. The Alliance is part of CGIAR, a global research
partnership for a food-secure future, dedicated to reducing poverty,
enhancing food and nutrition security, and improving natural resources
and ecosystem services.
About the position
- Project & Office Administration:
o Manage, review, and respond to the internal and external communication flow drafting correspondence and responding to queries from collaborators and internal clients.
o Lead the procurement process – identifying, evaluating, and recommending potential suppliers/service providers and management of active supplier contracts.
o 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
o Coordinate the security function for staff, hosted institutions, premises and assets.
- Monitor Host Country Compliance & the Alliance Policies &
Procedures compliance:
o Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to The Alliance of Bioversity International and CIAT policies and country labor laws
o Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty/tax regulations in line with host country agreement
o Continuously monitor relevant government laws and regulations in the country (labor, tax, levies, hosting, etc.) and keep management updated
-
Finance/Accounting and Internal Control Systems
Management:
o Review payments, confirm budget availability before payments are approved and ensure proper controls in accordance with grant agreement
o Ensure compliance to the Alliance of Bioversity International and CIAT (ABC) monthly accounts closing chronogram, timely submission of reconciliations and other accounting report.
- Treasury
Management:
o Cross-check approved/signed online payments on the online banking platform and before sending to bank for final processing.
o Ensure efficient cashflow management ensuring adequate funds securing uninterrupted office and project operations.
Facilitation of Audit:
o Coordinate station audit processes in liaison with the Finance Manager by continuously monitoring documentation and processes.
o Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion.
- Payroll management
and tax compliance oversight:
o Oversee tax remittances and claims processes
- Staff Safety and Security
oversight:
o Oversee Safety and security of staff (proper working environment, enrollment to insurance (life & medical insurance)
o Security of office building and assets: vehicle insurance and other assets insurance (coding, access, transfer , recording, physical access)
Requirements
- Master’s degree in business administration/Accounting/Finance with proven office management skills
- At least five (5) years of relevant work experience in a closely related field gained in an international organization.
- Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly.
- Knowledge of international standards in particular, GAAP and IFRS is desired
- Knowledge of internal supply chain standards is desired
- Working knowledge of ERPs, incorporating diverse business processes ranging from HR, procurement, to finance.
- Ability to work independently with minimal supervision, but also lead and participate as a team member in accomplishment of duties.
- Substantive experience in Financial and accounting in an international organization at a regional level.
- Experience in handling multiple operational, financial, and technical reports with tight deadlines
- Experience in leading and coaching a team of diverse administrative and finance and specialists.
- Experience in collaborating with people from different backgrounds and cultural diversity. · Good knowledge of rules, regulations and procedures of government and related agencies, including understanding interpretation of country labor laws and tax laws
- Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure.
- Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation
- Possess excellent interpersonal and communication skills, good judgment and a high level of integrity and respect for confidentiality.
Terms of
employment
This is a nationally recruited
position based in Kampala Uganda. The contract will be for a period of
two years, subject to a probation period of three (3) months and is
renewable depending on performance and availability of resources.
This position is graded at BG07
level, in a scale of BG01 to BG14 (BG14 being the
highest level according to the Alliance job classification framework
policy). We offer a competitive salary and excellent benefits
including but not limited to insurance, retirement plan, staff
training and development, paid time off and flexible working
arrangements.
Applications
Applicants are
invited to visit to get full details of the position
and to submit their applications. Applications MUST include reference
number Ref:103348 as the
position applied for. Cover letter and CV should be saved as one
document using the candidate’s last name, first name for ease of
sorting. The Alliance collects and process personal data in accordance
with applicable data protection laws.
Only short-listed candidates will be contacted.
We invite you to learn more about us
Coordinator II-Country Office Administrator
Alliance Bioversity & CIAT
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