Administration- Coordinator II

Job Description

The main objective of this position is to provide overall administrative and finance support to the on-going Projects of the Alliance in Democratic Republic of the Congo (DRC). The position will work closely with the regional coordinators to ensure adherence to policies, procedures and compliance with Host country requirements. The position will have a dual reporting to the Country Representative and to the Regional Head of Business Operations and Finance.

Responsibilities

• Project & Office Administration: o Provide on-site support to researchers in the preparation of proposal budgets and maintain a database of all project activities in DRC. o Manage, review, and respond to the internal and external communication flow by 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 Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, and disposals 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 & CIAT Policies & Procedures compliance: o Manage and monitor agreements pertaining to CIAT and Government of DRC institutional relations and prompt the Country Coordinator on expiry of agreements and/or any change of regulations o Follow up on renewal and management of hosting and other general partner agreements o Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to 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 Ensure sufficient internal control systems are in place, ensuring proper segregation of duties and internal checks o Review payments, confirm budget availability before payments are approved and ensure proper controls in accordance with grant agreement o Ensure compliance to the CIAT monthly accounts closing chronogram, timely submission of reconciliations and other accounting reports o Ensure timely accounting analysis, reporting and adjustments of staff accounts and supplier accounts o Ensure sufficient internal controls are in place for all the project seed stores
• Treasury Management: o Maintain good working relationships with the CIAT official bank and follow-up regularly to ensure sustainable tariffs. 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 Supervise the monthly payroll process and ensure tax compliance through remittance of statutory deductions o Oversee tax remittances and claims processes

• Staff Safety and Security oversight: o Update Warden list and warden tree. 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.
• Excellent verbal and written command of English will be an added advantage.
• 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 Democratic Republic of the Congo (DRC). 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 currently graded at level BG07 (on a scale of 14 levels, BG 014 being the highest level).

The Alliance offers a multicultural, collegial research environment with competitive salary and excellent benefits; we believe that the diversity of our staff contributes to excellence. The Alliance is an equal opportunity employer and strives for staff diversity in gender and nationality.

Applications

Applicants are invited to visit Careers | Alliance Bioversity International - CIAT (alliancebioversityciat.org) to get full details of the position and to submit their applications. Applications MUST include reference number Ref: 103296 –Coordinator II as the position applied for. Applicants Cover Letter and CV should also be merged as one document for ease of sorting.

Note: The Alliance does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). The Alliance also does not concern itself with information on applicants' bank accounts.

Applications closing date: 30th October 2023

Please note that email applications will not be considered.

Only short-listed candidates will be contacted.

We invite you to learn more about us at:

http://alliancebioversityciat.org