The International Food Policy Research Institute (IFPRI) provides research-based policy solutions to sustainably reduce poverty and end hunger and malnutrition in developing countries. Established in 1975, IFPRI currently has more than 600 employees working in over 50 countries. It is a research center of CGIAR, a worldwide partnership engaged in agricultural research for development.

CIAT, on behalf of IFPRI, is seeking an Administration & Finance Analyst for IFPRI with the main responsibility of facilitating and providing administrative and financial support services, which will contribute to the efficient and professional operation of IFPRI Rwanda office and the projects it is managing. The position also provides executive assistance to the IFPRI Rwanda Program Leader.

Main duties and responsibilities include:        

1. Administration

Procurement and Asset Management

• Provide oversight on the procurement process, import/export, shipping, reporting, and document filing.
• Prepare and manage contracts and communications with vendors for goods and services required by the office.
• Receive all procurement requests and advise requestors on compliance matters accordingly.
• Review bids analysis and purchase orders, and liaise to obtain all necessary approvals.
• Maintaining stores and preparation of monthly reports.
• Managing stationery including the charge back template.
• Maintaining an up to date office assets register, ensuring tagging and insurance of the same.

Office Administration, Management, and Security

• Provide fleet management by reviewing and approving vehicle requests, coordinating drivers, periodically reviewing vehicle tracking reports against log book reports, and keeping custody of vehicle spare keys.
• Represent IFPRI in any meetings related to the office building, and liaise with CIAT on general housekeeping and office security.

Staff Travel

• Coordinate international and local travel arrangements for IFPRI staff, collaborators, and visitors (tickets, airport transfers, visas, hotels, etc.).
• Support the preparation of travel claims by IFPRI Staff.
• Coordinate project field activities.
• Conferences/ Workshops/ Meetings

• Coordinating both international and local conferences and workshops, including providing secretarial, logistical, and other administrative support preceding, during, and after the activity.
  • Preparation of conference/workshop/meeting reports.

2. Finance

• Ensure proper filing of financial and accounting records for easy retrieval.
• Maintain cash box and make payments following approval.
• Perform periodic cash counts and submit reports to HQ.
• Support IFPRI Rwanda project leaders in cost center management and budget preparation.
• Prepare monthly financial reports and invoices for the office, and liaise with CIAT on submission of monthly reports and invoices.
• Support accounting and prepare filing of IFPRI Rwanda payments in both IFPRI and CIAT finance systems and software packages.
• Support CIAT Administrator and IFPRI HQ in setting up and operating effective and adequate IFPRI Rwanda finance management systems.

3. Human Resource Coordination

• Maintain all staff databases.
• Coordinate recruitment of nationally recruited staff with CIAT and IFPRI.
• Coordinate the process of application for re-entry passes/work permits and other documents for internationally recruited staff in liaison with CIAT.
• Coordinate periodic general staff meetings.
• Facilitate consultant and partner TORs, MOUs, and contracts.

4. Communications and Public Affairs Support

• Periodically update the IFPRI Rwanda website with new blogs, publications, and events organized and prepared by office management.
• Manage the IFPRI Rwanda Twitter account by posting tweets prepared by office staff and responding to messages and replies.
• Send out monthly/quarterly newsletters prepared by office management to the IFPRI Rwanda mailing list.

5. Assistant to Program Staff

• Support IFPRI Program Leader and staff in administrative matters related to correspondence, events, meetings, travel, and logistics.
• Arrange appointments and receive visitors on behalf of Program staff, as necessary.
• Verify appropriateness of documents for the Program Leader and staff’s authorization and signature.
• Act as Secretary to meetings chaired by the Program Leader as requested. Prepare agendas for and minutes of meetings, as needed.
• Participate in coordination of periodic staff meetings and developing minutes for the same.
• Participate in and liaise with IFPRI HQ for meetings and other events, as necessary.
• Follow up on information tasks and requests on behalf of the IFPRI Program Leader and staff.

The candidate shall have the following competencies, skills, and experience:

• Bachelor’s degree in Business Administration/Management or other relevant subject with proven office management and personal assistant/ secretary skills. Masters will be an added advantage
• Should have attained a minimum of CPA II.
• Proven capacity to handle complex financial and accounting systems, including ORACLE.
• Proven capacity and experience as an administrative assistant, administrative coordinator, or personal secretary in executive office and agenda management.
• At least two (2) years of relevant work experience in a closely related field gained in an

      international organization and experience with donor-funded projects.

• Prior experience with donor funded projects and international research for development organizations.
• High level of computer skills and the ability to learn new applications quickly.
• Excellent oral and written English communication skills.
• Must be able to work independently with minimal supervision, but also participate as a team member in the accomplishment of duties.
• Possess excellent interpersonal and communication skills, good judgment, and a high level of respect for confidentiality.
• Strong ability to coordinate, prioritize, and organize workload; is flexible and able to work under pressure.
• Highly effective planning, organizational, and multi‐tasking skills with a positive attitude and strong administrative service orientation.
• Ability to work in a multi‐cultural environment.
• Commitment to IFPRI’s mission and core values.

Terms of employment:

The position is nationally recruited, will be based at IFPRI Offices in Kigali, Rwanda. The contract will be for one (1) year period, subject to a probation period of three (3) months, renewable depending on performance and availability of resources.

Applicants are invited to visit http://ciat.cgiar.org/ciat-jobs to get full details of the position and to submit their applications, clearly indicating position applied for as: Ref: 101823-Administration & Finance Analyst. An application letter and Curriculum Vitae should be attached and saved as one document using candidate’s last name-first name for ease of sorting.

The CV should include at least three references, including the supervisor of the last occupied work position.

Applications closing date: 5^th January 2021

 Please note that email applications will not be considered.

Only shortlisted candidates will be contacted.