Administrative Analyst

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.

Key duties & responsibilities

The main responsibilities are the following:

Administrative duties:

• Act as the focal point for processing requests made by FECB research staff following and in compliance with institutional policies and procedures.
• 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 expense claims.
• Make logistical arrangements for meetings, seminars, conferences, and other events (including invitations, air tickets, hotels, etc.) and relevant follow-ups.
• Carry out other administrative duties as required.

Project Management Support duties:

• Set up Africa region FECB team meetings, prepare minutes of those meetings, and report back to the FECB regional team leader.
• Maintain FECB-Africa ongoing projects and fundraising tracking tool up to date in liaison with Grant Managers, the Resource Mobilization Unit, and PMO.
• Support FECB regional team leader in the monitoring of project activities (including following up whether the activities are on track or whether adjustments are needed) and project expenditures in liaison with Finance units (this includes pre-review of Budget Execution Reports or Financial Reports).
• Communicate with the FECB team and research support units (Finances, Partnerships and Communications, and HR) to address issues affecting the integrity and efficiency of service delivery and to identify ways in which the workflow between research and admin teams can be improved for greater efficiency.
• Carry out other project management support duties as required.

Requirements

• Bachelor’s degree in Business Administration, Finance, International Relations, or related fields
• Minimum two (2) years of work experience in similar positions
• Proficiency in English, additional language skills considered beneficial.

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