ILRI-CIMMYT vacancy: Project administrator – Global Maize Program (GMP)

Vacancy Number: A/005/2012
International Maize and Wheat Improvement Center (CIMMYT)
Location: Addis Ababa, Ethiopia
Duration: two (2) year term renewable

General: The International Maize and Wheat Improvement Center (CIMMYT) is an autonomous, non profit making, international scientific organization operating under the aegis of the Consultative Group on International Agricultural Research (CGIAR). More specifically its mission is:
To encourage, support and undertake activities to improve the productivity, profitability, and sustainability of maize and wheat systems in the interest of the resource poor in developing countries.

The position: The Project Administrator will work under the supervision of the Project Leader of Nutritious Maize for Ethiopia (NuME) under the CIMMYT Global Maize Program, and in close interface with the Project team members. The candidate will assist the Project Leader with project administrative matters, including preparation of project reports, assistance in technical and financial audits, and tracking of project milestones/deliverables.

Key duties and responsibilities include:

• Assists the Project Leader with project administrative matters, including collation and analysis of project-related information, work plans, tracking of key milestones and outputs and other reporting obligations of the Project as contained in the Contribution Agreement with the Donor and sub-grant agreements under the project
• Regularly updates the Project Management Plan in CIMMYT’s Research Management System (RMS) and relevant databases
• Prepares Sub-grants/Agreements between CIMMYT-GMP and the Project partners in liaison with Legal Unit/Project Leader/CLO and the Program Director
• Assists in the development of project annual work plans and budgets in collaboration with Project partners
• Ensures appropriate project budget upload and revision, based on work plans
• Disperses budget to Project partners and ensure accurate, timely and auditable reporting of expenditures to CIMMYT and the Donor
• Provides training/guidance to the project’s partners in financial reporting in accordance with CIMMYT and Donor requirements/standards
• Reviews monthly project budget and expenditure reports ensuring proper assignment of expenses and accuracy of coding, identifying problems or issues, and providing feedback to project leader
• Reports on utilization of budget and commitments accurately and in a timely manner to facilitate informed decision making
• Establishes and maintains an electronic project schedule/calendar to track reporting deadlines, auditing dates, due dates for deliverables, meetings, etc.
• Administers project technical reporting including solicitation, receiving, compilation and archiving of reports and M&E information from project partners
• Maintains electronic and hard-copy filing systems on the Project, staff and agreements.
• Assists in preparation of technical reports to the Donor
• Coordinates the arrangements of Project meetings and other events in liaison with the local organizers and/or office administrator
• Manages and ensures accuracy, usefulness and attractiveness of information related to the Project in CIMMYT website and/or eNews or other communication materials, in interface with the Corporate Communications staff
• Collaborates with other CIMMYT Programs/Units, and develop/maintain appropriate working relationships with the staff of the corporate services units
• Conducts any other tasks and assignments related to the project’s administration, as may be required by the project leader(s)

Required and desirable skills for the position include:

• Proficiency in MS Excel, MS-Word, financial software, MS PowerPoint, and advanced internet skills including Web Management
• Proficiency in English, with excellent written / oral communication skills
• Familiarity with monitoring and reporting on grant funded projects
• Work experience with a Project Management System
• High level of cultural sensitivity to understand the needs of all staff and partners. High level of responsibility and discretion, and ability to work under pressure
• Service orientation and team player
• Experience in proposal development
• High level of attention to detail

Minimum Requirement

Education: At least Bachelors’ degree from a recognized institution in Business Administration, Management, Finance or related filed. Post-Graduate qualification in Management will be an added advantage

Experience: At least 5 years practical hands on work experience in Program/Project administration, and budget management in a corporate & non-profit environment preferably in an International Organization

Training: Any training on project management, budget management and related software

Skills: Proficiency in use of standard computer software, and financial and accounting software, good communication skills (written and spoken) in English, ability to work with minimal supervision in a multi-disciplinary team.

Duty Station: Addis Ababa

Grade: 2D level 3

Minimum Base Salary: Birr 13,388

Terms of appointment:  Initial appointment is (fixed term) for two years with the possibility of renewal appointment, contingent upon individual performance and the availability of funding. CIMMYT offers a multicultural, collegial research environment with competitive salary and excellent benefits in line with ILRI salary applicable for its Nationally Recruited Staff. CIMMYT is an international and equal opportunity organization and believes that diversity of its staff contributes to excellence.

The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa. Dining and sports facilities are located on site.

Applications: Applicants should send a cover letter, resume, relevant documents, testimonials, and the names and addresses (including telephone, fax and email) of three referees knowledgeable about the candidate’s professional qualifications and work experience to the Human Resources Office, ILRI, P.O. Box 5689, Addis Ababa, Ethiopia; Telephone: (251-11)-617-20-00; Fax: (251-11)-617-20-01. The name and reference number of the position for which the application is made should be clearly marked on the envelopes if mailed, or on the fax applications. Only short-listed candidates will be contacted.

Closing date: February 8, 2013.

To find more about CIMMYT, visit our Website at http://www.cimmyt.org
CIMMYT is an equal opportunity employer.
Qualified women are particularly encouraged to apply