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Administrative Assistant

JOB OPPORTUNITIES

The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not-for-profit agricultural research for development organization with partners in over 100 countries. Please refer to our website for more information: www.cimmyt.org

CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Administrative Assistant to work in the Sustainable Intensification Program (SIP) of CIMMYT.

The position is based at CIMMYT’s Peninsula de Yucatan Hub, located at Calle 47 No.330-C, between 50 y 52, Col. Benito Juarez, Merida, Yucatan, C.P. 97119.

Specific duties:

  • Provide general administrative support by arranging travels and logistics, including but not limited to the purchase of airline tickets, expense reports, payment requests, reimbursements, activity reports, hotel reservations, creation and maintenance of the schedule for all trips.
  • Organize and maintain efficient filing system.
  • Respond to routine requests, incoming calls, and translate documents and correspondence as needed, referring to other sources for detailed information.
  • Support the hub manager’s correspondence by screening all incoming information and determining how best to route certain questions and inquiries within the hub Office team.
  • Ensure that the appropriate preparation material is available including documents, letters and reports as required before every meeting scheduled in the agenda.
  • Assemble materials or reports for distribution where the information may be gathered from several sources or may be difficult to organize or compile.
  • Ensure that follow-up of action items agreed during the meetings or specific objectives pertaining to the hub manager.
  • Prepare, edit, format and scan documents as needed and compile required signatures for various documents as requested.
  • Organize local and international teleconference and WebEx conferences as required and coordinate the preparation and mailing of meeting documentation duly in advance.
  • Follow up institutional training information and requests from all hub staff members and support the recruitment and staffing needs of the Program for Local Recruited Staff and Local consultants.
  • Maintain accurate and up to date documentation of administrative processes.
  • Supervise and maintain the inventory of files, equipment and its correct use.
  • Maintain outlook contact database for the hub, including entering new contacts and updating current ones.
  • Support the process and filling of some formats such as ICT requests, welcome programs, briefing packages, etc.
  • Manage Unit documents such as: projects dossiers, contracts, agreements, financial reports, contracts, correspondence, etc.
  • Ensure that accurate minutes of meetings are taken, approved and maintained in corporate records and made available when required.
  • Facilitate internal communication activities as requested.
  • Support prioritization of tasks and change management in the team.
  • High level of responsibility, confidentiality and discretion.
  • Ability to translate regular documents excluding legal, financial, or highly technical ones.
  • Adapts plans and priorities to meet service and/or operational challenges.
  • Other support tasks as required by supervisor. 

Required academic qualifications, skills and attitudes:

  • The selected candidate must have a Bachelor’s Degree in Business Administration, Public Administration, Administrative Informatics or related fields.
  • Minimum 2 years of experience in similar role or activities.
  • User Advanced level in the usage of MS Office Suite (Word, Excel, PowerPoint, Outlook, etc.). Experience with MS Dynamics is desirable.
  • Intermediate level of English. English will be tested and candidate should score a minimum of B2 on CEFR.
  • High level of responsibility, confidentiality and discretion.
  • The selected candidate must exhibit the following competencies: Communication, Conflict Resolution, Pro-activity, Teamwork, Time management, Flexibility/Adaptability, Customer Orientation and Innovation y Creativity.

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).

Candidates must apply online to M17249 Administrative Assistant. Screening and follow up will begin on Thursday, 28 December 2017. For further information on the selection process, please contact Ricardo Pérez r.perez@cgiar.org

Please note that only short-listed candidates will be contacted.

Foreign national candidates must have legal documents to work in Mexico.

This position will remain open until filled. 

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Women are encouraged to apply.