Administrative and Procurement Assistant at Bioversity International

Job Description

Established in , the Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) was created to address these four crises, maximizing impact for change at key points in the food system.

Key duties & responsibilities

Clerical Work

Manage the front desk, and provide acccess and direction to IITA visitors Manage students’ office access keys and register Keep custody of all IITA offices spare keys Participate in coordination of security related matters. Running general office errands – bill payments, official document delivery etc.

Procurement duties

Facilitate the procurement process ensuring that the IITA procurement rules are respected in identifying suppliers and sourcing for quotations. Process LPOs via the oracle moduleand share the same with the suppliers. Coordinate shipping of equipment, goods and supplies and liaise with stations on delivery of goods. File all procurement documents Compile monthly procurement reports

Administration duties

Assist in coordination and liason with icipe on immigration related matters Assist in coordinating administrative matters Maintenance of the mailing/contact list for the coordination office Maintain a Logbook of general incoming and outgoing correspondence and ensuring and recording of follow-up actions done. Assist in coordinating travel arrangements for IITA staff, collaborators and visitors (tickets, airport transfers, visas, hotels, etc.) Setting up of meeting rooms and meeting facilitation. Assist in event organization such as Conferences, Science Meetings, Project Meetings and Team Meetings in close coordination with the Administrative Coordinator. Coordinate general housekeeping at the office premises to ensure that the office is safe and clean at all times and follow up on all maintainance needs. Participate in inventory counts and fixed assets verifiction as may be requested from time to time.

Requirements

Required qualifications and experience

Bachelor’s in administration, Procurement or other relevant subject with proven experience in office administration and supply chain management. At least 2 years of relevant work experience in a closely related field gained in an international organization. Basic computing skills with knowledge of MS Office applications Good written and oral communication skills Good knowledge of English Language