Administration and HR-Officer

Key skills

Administration

Additional/Preferred Skills

Human Resoiurces

Preferred Qualifications

Graduate

ICRISAT seeks applications from dynamic Malawian nationals for Officer - Administration and HR position for CIMMYT projects. This position is based at Lilongwe, ICRISAT Malawi location.

ICRISAT is a non-profit, non- political organization that conducts agricultural research for development in Asia and Africa with a wide array of partners throughout the world. Covering 6.5 million square kilometers of land in 55 countries, the semi-arid or dryland tropics has over 2 billion people

and 644 million of these are the poorest of the poor. ICRISAT and its partners help empower these disadvantaged populations to overcome poverty, hunger and a degraded environment through better agricultural production systems.

The International Crops Research Institute for the Semi-Arid Tropics (ICRISAT) is a pioneering, international scientific research for development organization, specializing in improving dryland farming and Agri-food systems. The Institute was established as an international organization in 1972, by a Memorandum of Agreement between the Consultative Group on International Agricultural Research and the Government of India. 

ICRISAT works with global partners to develop innovative science backed solutions to overcome hunger, malnutrition, poverty and environmental degradation, serving the 2.1 billion people who reside in the drylands of Asia, Africa and beyond. The Institute is headquartered in Hyderabad, Telangana, India and has regional centers in Mali and Kenya, with dedicated research stations in Niger, Nigeria, Malawi, Ethiopia, Zimbabwe, Mozambique and Senegal.

• Provide all administrative and logistic support to the team to ensure timely completion of activities.

• Coordinate and communicate with travel agents for international and domestic travel.

• Review vendor invoices and bills prior to submitting to supervisor/ finance.

• To work in close coordination with Finance team for providing documentation and other assistance on vendor bills related query.

• Manage conference room availability, reservation for different department meetings, upkeep of the conference rooms, and coordinate for supplies during the conference and other related arrangements.

• Support in maintaining, tracking and updating the admin department MIS.

• Prepare and/or examine documents for exemption processing for all CIMMYT International staff and other protocol related documentation in compliance with Malawi laws.

• Ensure compliance of activities with international norms of diplomatic protocol and sharing the same with relevant staff and CIMMYT stakeholders.

• Conduct procurement in-country to ensure effective and efficient management of the office, in line with CIMMYT's policies and delegation of authority.

• Work closely with the CIMMYT HQ team to align the procurement process with pertinent polices.

• Ensure compliance with agreements between CIMMYT and partner organizations and government agencies. Support renewal process of the agreements as required.

• Ensure the CIMMYT- ICRISAT management agreement is effectively managed, and renewals are done in a timely manner.

• Facilitate the internal and external audits taking place in-country and ensure the implementation of audit recommendations relevant to the organization and/or the RO in collaboration with ICRISAT.

• Arrange workshops, and seminars by supporting travel, VISAs, and help in making arrangements for hotel stay for visitors/officials, conference room booking etc.

• Oversee security matters and coordinate with the ICRISAT security officer and the CIMMYT HQ Risk Management Unit to ensure prompt resolution of any matters arising.

• Assist in the preparation of the Security SOP, Contingency and Evacuation Plan.

• In collaboration with the CIMMYT HQ HR function, prepare and implement the Occupational Health and Safety plan to comply with CIMMYT policies and regulations.

• Support the hiring of consultants and IRS to be posted in country.

• In collaboration with ICRISAT, take responsibility for all Personnel Administration activities (hiring, retiring of regular, temporary and consultants).

• Support the IRS management team at HQ on all requests related to IRS in Malawi.

• Ensure compliance with applicable local legislation and all ICRISAT and CIMMYT HR policies and procedures for various staff categories, including hiring, discipline, promotion, termination, etc.

• In collaboration with ICRISAT, provide timely inputs for all payroll transactions to be processed in accordance with CIMMYTs and/or ICRISATs practice, thus ensuring full compliance with tax and social security provisions.

• Ensure that the information entered in the global HR management system is regularly updated and accurate.

• Ensure appropriate internal communication on HR topics in coordination with HR team at HQ.

• Develop and implement staff wellbeing initiatives.

• Develop, implement, and review regular induction sessions for new staff.

How to apply:

If you wish to be considered for this position, please use the Application Form below on or before 18 April 2024. All information will be in the strictest confidence as we pride ourselves on our professional service.  We will revert to you as soon as feasible when we have reviewed your application.