Job vacancy Administration and HR

Job description

• 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 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 CIMMYTs and/or ICRISATs 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.

Preferred Qualifications

• Graduate
• Preferred Industry

Experience 

• NGO

Key Skills

• Administration
• Additional/Preferred Skills
• Human Resources