MW23167- Administration and HR Coordinator

The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not -for-profit research and training 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 Administration and HR Coordinator.  The successful candidate will work in the Sustainable Agri-food Systems Program of CIMMYT and support the implementation two One-CG initiative projects as well as USAID-funded project.  

Key Duties & Responsibilities

• Provide all administrative and logistic support to the team to ensure timely completion of activities.
• Coordinate and communicate with travel agents for international and domestic travel.
• Review vendor invoices and bills prior to submitting to supervisor/ finance.
• To work in close coordination with Finance team for providing documentation and other assistance on vendor bills related query.
• Manage conference room availability, reservation for different department meetings, upkeep of the conference rooms, and coordinate for supplies during the conference and other related arrangements.
• Support in maintaining, tracking and updating the admin department’s MIS.
• Prepare and/or examine documents for exemption processing for all CIMMYT International staff and other protocol related documentation in compliance with Malawi laws.
• Ensure compliance of activities with international norms of diplomatic protocol and sharing the same with relevant staff and CIMMYT stakeholders.
• Conduct procurement in-country to ensure effective and efficient management of the office, in line with CIMMYT’s policies and delegation of authority.
• Work closely with the CIMMYT HQ team to align the procurement process with pertinent polices.
• Ensure compliance with agreements between CIMMYT and partner organizations and government agencies. Support renewal process of the agreements as required.
• Ensure the CIMMYT- ICRISAT management agreement is effectively managed, and renewals are done in a timely manner.
• Facilitate the internal and external audits taking place in-country and ensure the implementation of audit recommendations relevant to the organization and/or the RO in collaboration with ICRISAT.
• Arrange workshops, and seminars by supporting travel, VISAs, and help in making arrangements for hotel stay for visitors/officials, conference room booking etc.
• Oversee security matters and coordinate with the ICRISAT security officer and the CIMMYT HQ Risk
• Management Unit to ensure prompt resolution of any matters arising.
• Assist in the preparation of the Security SOP, Contingency and Evacuation Plan.
• In collaboration with the CIMMYT HQ HR function, prepare and implement the Occupational Health and Safety plan to comply with CIMMYT policies and regulations.
• Support the hiring of consultants and IRS to be posted in country.
• In collaboration with ICRISAT, take responsibility for all Personnel Administration activities (hiring, retiring of regular, temporary and consultants).
• Support the IRS management team at HQ on all requests related to IRS in Malawi.
• Ensure compliance with applicable local legislation and all ICRISAT and CIMMYT HR policies and procedures for various staff categories, including hiring, discipline, promotion, termination, etc.
• In collaboration with ICRISAT, provide timely inputs for all payroll transactions to be processed in accordance with CIMMYT’s and/or ICRISAT’s practice, thus ensuring full compliance with tax and social security provisions.
• Ensure that the information entered in the global HR management system is regularly updated and accurate.
• Ensure appropriate internal communication on HR topics in coordination with HR team at HQ.
• Develop and implement staff wellbeing initiatives.
• Develop, implement, and review regular induction sessions for new staff.
• In collaboration with ICRISAT, maintain the LRS staff personnel files and databases.
• Conduct training in country, in collaboration with HR at headquarter by providing information on local needs, market practices and feedback on processes.
• Support the administration of vehicles.
• Any other activity as required by the supervisor.

• Minimum Bachelor’s in Administration, or Operations or equivalent degree.
• Minimum 5 years of experience in working in a multifunctional domain.
• Experience working in international environments.
• In-depth knowledge and hands on experience of MS Office especially MS Word and MS Excel
• Good Analytical and report writing skills.
• High level of confidentiality and integrity.
• Excellent verbal and written English communication skills.
• Flexibility in taking up tasks outside of regular job responsibilities as required

Candidates must submit the applications via online form available here no later than Tuesday, April 16, 2024 to Human Resources, CIMMYT.

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

Women candidates are encouraged to apply.

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