103246-Senior Administrative Coordinator - Arusha ( Re- Advertisement)
Job Details
Full Job Description
COORDINATOR II-COUNTRY OFFICE ADMINISTRATOR
The Organization
The
Alliance of Bioversity International and the International
Center for Tropical Agriculture (CIAT) delivers research-based
solutions that harness agricultural biodiversity and sustainably
transform food systems to improve people’s lives. Alliance
solutions address the global crises of malnutrition, climate
change, biodiversity loss, and environmental degradation. (
)
With novel partnerships, the
Alliance generates evidence and mainstreams innovations to transform
food systems and landscapes so that they sustain the planet,
drive prosperity, and nourish people.
The Alliance is a member of the CGIAR Consortium ( ) a
global research partnership for a food-secure future.
About the position
The
Alliance of Bioversity International and the International Center for
Tropical Agriculture (CIAT) is seeking to recruit a Country
office Administrator.
The Country Office Administrator
will have the responsibility of providing overall administrative and
finance support to the on-going projects of The Alliance in Tanzania.
Country Office Administrator will work very closely with project
leaders individual project scientists in managing all general
administrative issues of the office and field activities of on-going
projects in Tanzania. He/she will also work closely with the HR,
Finance and Operations staff in the Regional office. The Senior
Administrative Coordinator position reports to the Country
Representative – Tanzania and Regional Business Operations and
Finance.
Requirements
Main Duties and
Responsibilities
· Project & Office Administration:
o
Provide on-site support to researchers in the preparation of proposal
budgets and maintain a database of all project activities in Tanzania.
o Lead the procurement process – identifying,
evaluating, and recommending potential suppliers/service providers and
management of active supplier contracts.
o Oversee
Fleet Management and take a lead in office vehicle acquisitions,
registration, and disposals.
o Provide oversight
over the travel and conferences function by managing relationships
with the service providers and ensuring adherence to travel
authorization process for project staff and collaborators.
o Coordinate the security function for staff, hosted
institutions, premises and assets.
· Monitor Host Country Compliance & the Alliance Policies &
Procedures compliance:
o Manage and monitor
agreements pertaining to CIAT and Government of Tanzania institutional
relations and prompt the Country Representative on expiry of
agreements and/or any change of regulations
o
Follow up on renewal and management of hosting and other general
partner agreements
o Oversee Human Resource
arrangements and ensure regular dissemination/education on policies
and procedures; implement and monitor adherence to CIAT policies and
country labor laws
o Coordinate tax/duty exemption
applications from the Government where applicable, ensuring compliance
with duty/tax regulations in line with host country agreement
o Continuously monitor relevant government laws and
regulations in the country (labor, tax, levies, hosting, etc.) and
keep management updated
· Finance/Accounting and Internal Control Systems
Management:
o Ensure sufficient internal
control systems are in place, ensuring proper segregation of duties
and internal checks
o Review payments, confirm
budget availability before payments are approved and ensure proper
controls in accordance with grant agreement
o
Ensure compliance to the CIAT monthly accounts closing chronogram,
timely submission of reconciliations and other accounting reports
o Ensure timely accounting analysis, reporting and
adjustments of staff accounts and supplier accounts
o
Ensure sufficient internal controls are in place for all the project
seed stores
· Treasury
Management:
o Maintain good working
relationships with the CIAT official banks and follow-up regularly to
ensure sustainable tariffs.
o Cross-check
approved/signed online payments on the online banking platform and
before sending to bank for final processing.
o
Ensure efficient cashflow management ensuring adequate funds securing
uninterrupted office and project operations.
·
Facilitation of Audit:
o
Coordinate station audit processes in liaison with the Finance Manager
by continuously monitoring documentation and processes.
o Ensure the implementation of audit recommendations and report
to the Finance Manager for any material query that is likely to affect
audit opinion.
· Payroll
management and tax compliance oversight:
o
Supervise the monthly payroll process and ensure tax compliance and
documentation of monthly statutory deductions in the Tanzania office
is in place.
· Staff Safety and Security oversight:
o
Update Warden list and warden tree.
o Oversee
Safety and security of staff (proper working environment, enrollment
to insurance (life & medical insurance)
o
Coordinate Security of office building and assets: vehicle insurance
and other assets insurance (coding, access, transfer, recording,
physical access)