Team Support Assistant

Reference number: 103434
Job status: In-progress
Job category: Local
Duty station: Soubre, Cote D'Ivoire (Ivory Coast)
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

Overview

The incumbent will provide administrative support to Soubre office and serve as HR focal point.

Duties and responsibilities

Summary of responsibilities

1.Administration

-Ensure that the office premises meet hygiene standards.

-Manage in/out communications, such correspondences, memos, emails,

-Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

-Maintain computer and manual filing of office documents.

-Monitor office meeting room planning to avoid conflicting schedules and take appropriate arrangements.

-Take arrangements for external meeting (invitation of external participants, booking rooms, accommodation, and catering, liaise with Logistics Assistant for the procurement process, monitor payment with Finance Team…)

-Prepare mission order, book hotel.

2.Finance related tasks.

-Manage the office petty cash.

-Carry out payment and collect receipts for all purchases or any uses of the funds in alignment with CIFOR-ICRAF policies.

-Keep records of all the payments made and amounts received.

-Submit reports to accountant in timely manner to avoid cash shortage.

-Manage activities budgets (meeting, seminars, workshop)

-Manage efficiently advances allocated for these activities’ budgets.

3.Human Resources tasks

-Contribute to new staff (based in Soubré) orientation.

-Support payroll process by distributing payslips for signature by staff based in southwest.

-Support benefits management (education allowance, insurance….) by collecting, checking and transfer files to Human Resources at Abidjan Office

-Compile, verify and transfer any personnel documentation to HR at Abidjan Office

-Support the implementation HR policies and procedures on the ground.

-Provide guidance to staff on HR policies and procedures as need.

Requirements

-At least Bac + 2 in Human Resources, Administration, Law, Business or related.

-At least 1 years’ proven experience in Administration or Human Resources

-Knowledge of human resources and office management systems and procedures

-Computer proficiency (Word, Excel, PowerPoint, Outlook,) and experience with an ERP tool (SAP, Agresso Unit4…) is an advantage.

-Good written and verbal communication skills in French and English

-Experience in organizing seminar, workshops.

Education, knowledge and experience

At least Bac + 2 in Human Resources, Administration, Law, Business or related.
At least 1 years’ proven experience in Administration or Human Resources
Knowledge of human resources and office management systems and procedures
Computer proficiency (Word, Excel, PowerPoint, Outlook,) and experience with an ERP tool (SAP, Agresso Unit4…) is an advantage.
Good written and verbal communication skills in French and English
Experience in organizing seminar, workshops.

Terms and conditions

This is a Locally Recruited Staff (LRS) position. CIFOR?ICRAF offers competitive remuneration in local currency, commensurate with skills and experience. The appointment will be for 1 year, inclusive of a three?month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources. The duty station will be in Soubre.

Application process

The application deadline is 03 May 2024
We will acknowledge all applications, but will contact only short-listed candidates.