HR Executive Assistant

CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of HR Executive Assistant to work in the Human Resources Department, under Operations Chapter.

The positions will be based at CIMMYT’s headquarters in Texcoco, near Mexico City.

Specific duties:

• Manage the agenda of the director of Human Resources and support routine correspondence, ensuring timely and quality responses.
• Plan, organize, and maintain efficient filing system for the HR Director by responding to incoming calls and requests, including subject, index, and/or cross-reference files.
• Maintain the HR Director’s calendar and organize all travel arrangements, including booking flights, hotels, and managing travel agendas.
• Prioritize and organize HR Management function’s appointments and meetings, including logistics, minute-taking, and ensuring the proper flow of information.
• Support and assist in preparation of documents, reports, presentations, ad hoc HR documents, or any other related administrative task for the HR management office.
• Operate (incl. processing, review, and verification) HR management office general payments, pre-payment, reimbursements, invoices, petty cash, consultancy payments, provisions, purchasing orders/requisitions, and request stationery throughout the year with relevant follow-up.
• Support with the organization of the HR logistics of events, travels, courses, and workshops for the HR management office by arranging the required admin paperwork (e.g., visa, flight tickets, accommodation, request catering services, booking rooms, driver services, process pre-payments, etc.)
• Elaborate detailed reports of any pending items that require HR director signature by ensuring that all relevant information is included, and any associated deadlines are highlighted.
• Provide support within the units in the HR department by maintaining appropriate communication and administration workflow.
• Manage the HR Office email account.
• Manage the HR ticketing system and ensure all tickets are assigned and attended.
• Keep and maintain strict and highest confidentiality of data and information.

Requirements:

• Bachelor’s degree in business administration or professional Studies as Executive Secretary or similar related administrative areas.
• The selected candidate must have at least 3 years in a similar role or responsibilities.
• The selected candidate must have an advanced level in the usage of MS Office Suite and/or MS365 (Word, Excel, PowerPoint, Outlook, Teams etc.) and online meetings and communications tools.
• Experience in the preparation of relevant and timely management information including the use of visual information with a great focus on attention to detail.
• Good in verbal and written communication.
• Advanced level of English. English will be tested, and candidate should score a minimum of C1 on CEFR.
• The selected candidate must exhibit the following competencies: Critical Thinking, Creative Thinking, Communication, Teamwork, Client Orientation, Problem Solving and Decision-Making, and Negotiation and Conflict Resolution.

Source: https://apply.workable.com/cimmyt-1/j/83C7228376/