The International Potato Center (CIP) is seeking a Human Resources Administrative Assistant to support the Human Resources Global Head.
The Center: CIP is a not-for-profit international agricultural research-for-development organization with a focus on potato, sweetpotato, and Andean roots and tubers. Its vision is of roots and tubers improving the lives of the poor. CIP is dedicated to achieving food security, improved well-being, and gender equity for poor people in root and tuber farming and food systems of the developing world. CIP works with partners to contribute high quality science, technology, and capacity strengthening for sustainable science-based solutions. CIP is headquartered in Lima, Peru, with staff and activities in over 30 locations across Asia, Africa, and Latin America. CIP is a member of the CGIAR Consortium. CGIAR is a global agriculture research partnership for a food secure future. Its science is carried out by the 15 research centers who are members of the CGIAR Consortium in collaboration with hundreds of partner organizations.
The position: The HR Administrative Assistant will assist and support the HR Global Head in a wide range of administrative and HR support duties of highly confidential and responsible nature to guarantee smooth flow and effectiveness of HR Department’s operations.
Duties and Accountabilities:
- Organize and maintain updated HR Department’s official correspondence, memos and electronic communications to follow up on pending matters with limited direction.
- Assemble and draft documents, such as e-mail correspondence, reports, international consultancy contracts, presentations requiring the integration of information from multiple sources and application of office technology and software, often of a highly technical and/or confidential nature, to ensure availability of draft documents for HR Global Head’s revision and approval.
- Organize and supervise administrative tasks related to IRS and RRS recruitment, ensuring that all relevant information for new employees is recorded, support on logistics regarding travel arrangements and coordinate with the shortlisted candidates.
- Translate various shorter communications from English to Spanish.
- Inform line managers on HR policies and procedures to facilitate information for internal clients.
- Receive and screen day-to-day IRS and RRS employee concerns, and based on the decision by Human Resources Global Head, communicate accordingly.
- Coordinate and update the vacation calendar of HR Department’s members to maintain Human Resources Global Head informed about staff activities.
- Receive and screen telephone calls, letters, e-mails and/or visitors for the HR Global Head to prioritize HR Global Head’s attention and provide a professional impression.
- Oversee and maintain an adequate level of office supplies and good functioning of office equipment to guarantee smooth of operations for the HR department.
- Assist in the formulation of the department budget, business planning, and related planning functions to facilitate HR Department’s planning function.
- Oversee and keep track of HR Department’s budget to guarantee that all charges matched. Communicate with relevant staff to process payments of contracts.
Selection Criteria:
- Technical degree in secretarial administration, translation or bachelor degree preferable in Human Resources with an specialization in documentation management is desirable.
- Results oriented
- Proactive planning and organizing
- Ability to organize department activities
- Demonstrated ability to problem solving
- Capability to work independently.
- Time management
- Ability to prioritize tasks and meet deadlines.
- Excellent skills in handling office technology and software applications
- Superb written and oral communication skills in English and Spanish is strongly desired
- Excellent interpersonal relations skills, including communication skills.
- At least five year of experience required in similar position
Conditions: Employment contract will be for a one-year term with three-month probation period, with the possibility of renewal. CIP prides itself on its collegial and supportive working environment, which allows space for personal and professional growth.
Applications: Applicants should apply by email, sending a letter of motivation, a full C.V., and the names and contact information of three references that are knowledgeable of the candidate’s professional qualifications and work experience to: CIP-Recruitment@cgiar.org. The reference name of the position should be clearly marked in the subject line of the email message. Screening of applications will begin on September 10, 2012 and will continue until the post is filled. All applications will be acknowledged, however only short listed candidates will be contacted.
Learn more about CIP by accessing our web site at http://www.cipotato.org.
CIP is an equal opportunity employer. Qualified women and professionals from developing countries are particularly encouraged to apply
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