CIFOR-ICRAF is looking for a:
Assistant /Assistant administration & finance of the Regional Director
Overview
The regional directorate of CIRAD, which covers eleven countries of’Africa of the’Est, has the role of promoting in partnership the scientific activities of the institution, d’assure its agents the right conditions to drive them. L’assistant supports the regional director on these aspects of administrative management and accounting, in connection with the central services of Cirad based in France.
Summary of responsibilities
Administrative management
- Administer and supervise the regional office’s travel, financial, procurement (supplies), operations, filing and archiving needs; and ;
- Send and receive mail and e-mail, review correspondence, attach general information and archive it ;
- Assist in the planning, organization and coordination of internal and external meetings
- Assist CIRAD staff at their facility in Nairobi (payment of rent, insurance, insurance,
- Assist CIRAD officers on mission, and INRAe and Agreenium staff if requested, in their mission to Kenya and East Africa (housing, banking and other needs).
- Organize and take care of staff trips, transfers to and from airports, tickets and hotel reservations.
- Ensure and update the security information database that is shared by the regional director with all Cirad researchers living in or visiting the eastern region (Djibouti, Djibouti, Tanzania, Kenya, Rwanda, Eritrea, Ethiopia, Burundi, Somalia, Sudan and South Sudan) ;
- Update the missions of the Cirad and other movements of agents in the region ;
- In partnership with the regional director, follow the activities of the projects in particular through information and communication on the Cirad-Afora website
- Manage and organize the regional director’s agenda for international conference meetings, prepare reports in French and English and compile reports
Project Management (in the hypothesis of projects directly managed by the regional management)
- Monitor project progress and monitor project team work plans, ensuring they are updated and linked to timesheets, and, including the use of the voting book.
- Develop and process consultancy and partnership contracts in accordance with terms of reference and timetables.
- Review actual results against the budget to ensure maximum utilization of budgeted amounts and make recommendations for realignment as appropriate.
- Track, collect and review donor financial reports and requests for funds, maintain records and report on the overall financial situation. Review financial reports to ensure they are correct, complete, timely and compliant
Budget and financial management – Ability to manage general accounting functions such as bank reconciliations, cash management, budget preparation, etc, management of accounts payable and receivable and bank reconciliations.
- Administer and supervise financial journals and send monthly financial reports (bank journal and cash journal) to the CIRAD headquarters in France.
- Approve all transactions by cheque by receiving calls from the bank for all cheques to be debited, and ensure that the information is correct (i.e., dates and amounts).
- Create and provide a list of funds needed monthly and manage the “call for funds” at Cirad in France, ensuring that the funds are in line with the budget and present them for approval, and, including cross-checking with budget lines and informing if a budget line has been exceeded.
- Manage East Africa’s regional online bank account, petty cash reconciliation accounts and ensure proper custody of all accounting records, including, checkbooks and other assets of the organization.
- Manage exchange rates for all funds entering the CIRAD regional bank account by negotiating exchange rates that are practiced and competitive for the benefit of CIRAD, for all funds received.
- Check payments, check invoices and requests and monitor the status of payments and reimbursements.
- Keep registers and monitor project progress reports using a notebook / computer file and communicate to the data subject the percentage of funds intended for reimbursement.
- In collaboration with the regional director, support and control budget allocations, propose corrective measures and the necessary adjustments at each end of the accounting period.
- Create records and establish invoices for regional expenditures in accordance with the monthly request, including project-based invoices for researchers.
- Ensure coordination of quarterly rent payments for all researchers and provide support when the agreement is terminated by ensuring that all paper processes are properly processed as well as the outstanding payments.
- Ensure that all proposed payments are properly reviewed to ensure that they are all supported by duly authorized supporting documentation and are consistent with the budget of Cirad.
- Identify and mitigate the risks associated with the expenses of all projects and petty cash.
Requirements
- Bilingual competence (french and english)
- Administrative management
- Project management
- Support to the management
- Budgetary and financial management
Personal attributes and competences:
- Analytical skills
- Detail concern
- Skills in the field of’information and communication technologies
General employment conditions
- Locally recruited post. The CIFOR-ICRAF offers competitive remuneration in local currency based on skills and experience.
- The duty station will be at Nairobi, Kenya, in the offices of CIFOR-ICRAF.
How to apply
Go to the site: http://worldagroforestry.org/working-for-icraf/vacancies
- A cover letter illustrating your suitability for the position based on the listed requirements and salary expectations, and,
- A detailed and updated curriculum vitae,
- The names and addresses of three reference persons, including telephone numbers and e-mail addresses.
- The deadline for submitting applications is set at 7th march 2024.
- We will acknowledge receipt of all applications, but we will only contact the shortlisted candidates.
CIFOR-ICRAF is an equal opportunity employer. The diversity of staff contributes to excellence.