Administrative Officer

1 week ago

New Delhi, India ICARDA Full time

Main purpose of position
The role of the Administrative Officer is to coordinate and provide overall administrative support, under the supervision and guidance of Director of Human Resources and Administration and the Regional Coordinator. The selected person will be responsible for ensuring that the ICARDA policies and procedures are carried out properly in India.

**Reports to**: Director of Human Resources and Administration

**Administrative Supervisor**: Regional Coordinator (RC)

**Location**: Delhi, India
About ICARDA
All CGIAR Centers are currently engaged into a reform process (“One CGIAR’”) that will help ICARDA and CGIAR achieve better impact through more strategically integrated research, unified governance, an integrated structure and new research modalities across participating Research Centers. This transformation is supported by CGIAR donors who have committed to increased funding as a result of these reforms.
Main responsibilities
- Provide full administrative and operational support to the HR and Administration Director and the Regional Coordinator. This includes providing support in planning activities, coordination, or information sharing within the Team, as well as supporting on specific projects or activities.
- Coordinate the administrative and logistics aspects of events, meetings, workshops, travel, etc., as required.
- Support the Regional coordinator and the staff members on activities linked to MEL and Communications, including the website.
- Undertake any ad-hoc admin projects/duties as required under the direction of the HR and Administration Director and the Regional Coordinator.
- Assist with routing of correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
- Submission of raising travel authorizations, leaves, medical expenses, and claim forms for the Regional Coordinator.
- Processing all invoices for payments in the Corporate System and managing records and receipts.
- Coordinate and supervise administrative support staff in the office.
- Processing of import permits for materials sent to India from various lCARDA locations.
- Maintain regular contact with the Ministries, international organizations, and embassies to ensure good working relationships.
- Provide adequate and timely logístical support for office operations and other activities.
- Oversee protocol matters, registration of staff, coordination with local authorities on space, and other administrative matters.
- Manage and improve the filing system ensuring the safekeeping of confidential materials.
- Adhere to ICARDA policies, including booking international and domestic travel, monthly reconciliation of business expenses for executive(s), and budget management.
- Coordinate assets management in the office, prepare, and submit periodic inventory reports; coordinate physical verification of inventory items.
- Raising travel authorizations in Corporate System and Disbursements of per diems for all Consultants in India as per ICARDA policy.
- Ensure transport management complies with ICARDA standards and in particular that users are satisfied with the services, vehicles are well-maintained, and all vehicle documentation and comprehensive vehicle insurance are up to date.
- Maintenance of an up-to-date logbook for all official vehicles in India Office and timely submission to the Travel Coordinator.
- In coordination with the Country Manager, ensure that space needs (office space, meeting rooms, other common spaces) are identified and responded to appropriately. Coordinate any changes to space allocation. Coordinate with IT as needed.
- Organize and supervise all on all cleaning and maintenance activities for the office facilities (offices, meeting rooms, other common spaces.
- Organize and supervise regular maintenance and emergency response for technical services (electricity, air conditioning, plumbing.
- Ensure service contracts (e.g., cleaning, security, gardening, etc.) are performed effectively, and follow up with PSD on their timely renewals.

**Requirements**:
Education, qualifications, and experience
- Diploma and/or BSc in Accounting, Finance, Business/ Public Administration, or equivalent, with a minimum of three years' experience in secretarial work and office / administrative support,
- Demonstrated experience in working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and inquiries, and ensuring that appropriate confidentiality is maintained at all times,
- Demonstrated ability to work harmoniously with diverse colleagues and functions,
- Resourceful and flexible approach,
- Ability to plan and anticipate problems and to problem solve,
- Ability to balance the need for service and efficiency with the need to comply with Team practices and organizational policies,
- Demonstrated proficiency in using Microsoft Outlook, Word and Excel, and an ERP,
- Fluency

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