Office Coordinator International Institute of Tropical Agriculture (IITA)

The International Institute of Tropical Agriculture (IITA), on behalf of the International Maize and Wheat Improvement Center (CIMMYT) in Zambia invites applications from suitable dynamic and self-motivated Zambian nationals to fill up the following positions in the EU- SIFAZ project:

OFFICE COORDINATOR (ZAMBIA)

Reporting to the CIMMYT Country Representative and functionally to the corresponding corporate service support functions at CIMMYT’s headquarters, the Office Administrative Coordinator is responsible of the administrative and logistic operations in Zambia.

Finance:

• Develop and implement efficient and effective procedures for budgeting and accounting
•  Advice budget holders on financial management
• Conduct thorough assessment and create solid internal control system to help with the adoption of a healthy financial Management system.
• Coordinate the timely submission of monthly reports to HQs
• Assist in the review and monitoring of financial reports from sub grants.
• Maintain efficient relationship with host partner and ensure timely receipt of invoiced services and dispute resolution.
• Ensure that CIMMYT’s established financial policies and procedures are adapted and implemented in office.
• Ensure compliance with the country’s statutory and financial regulatory framework.
• Ensure compliance with direct and indirect Tax regulations. Prepare taxes computations and follow up VAT reimbursements.
• Oversee processing of all bank transfers and reconciliations.
• Ensure timely remittances and accounting of staff advances and payments to vendors.
• Ensure adequate cash flow for office needs and prepare schedules for transfers from CIMMYT’s central account.
• Oversees the integration of CIMMYT’s financial rules and processes with those of the Hosting Organization and the industry’s best practices.
• Review transactions of goods and services performed/processed by the host center on behalf of CIMMYT and ensures that they are aligned with the host center agreement and actual services provided.
• Supports and coordinates financial consolidation with CIMMYT’s Global Financial Services team.
• Coordinates any request from CIMMYT’s project leaders and staff based in Zambia with the relevant units and ensures they are appropriately approved as per CIMMYT delegation of authority before execution.

Human Resources

• Conduct the staffing of the office and organize in collaboration with the Hosting Organization and the recruitment of LRS staff as per operational need.
• Assist Global HR and the concerned units in the recruitment process of IRS to be posted in country.
• In collaboration with the Hosting Organization, take responsibility for all Personal Administration activities (hiring, retiring of regular, temporary and consultants).
• Provide efficient and proactive support to the IRS management team at HQ on all requests related to IRS in Zambia.
• Ensure full compliance with applicable local legislation and all HR policies and procedures established by the Hosting Organization and by CIMMYT for various Staff categories, including but not limited to hiring, discipline, promotion, termination, etc.
• In collaboration with the Hosting Organization, provide timely inputs for all payroll transactions to be processed in accordance with CIMMYT’s and/or the Hosting Organization’ practice, thus ensuring full compliance with tax and social security provisions.
• Develop, plan, implement and review regular induction sessions for new staff. – Support the hiring of consultants as necessary.
• In collaboration with the Hosting Organization, maintain the LRS staff personnel files and databases.
• Conduct training efforts in country, in collaboration with HR at the headquarter by providing information on the local needs, market practices and feedback on processes. Arrange trainings in country as necessary.
• Facilitate the processing of the Performance evaluation, salary and promotion yearly reviews of LRS
• Contribute to the implementation of HR Information Systems and of all associated HR policies and procedures. Ensure that the information entered in the global HR management system is constantly updated and accurate always.
• Ensure appropriate internal communication on HR related topics in coordination with the related HR team at HQ.
• Develop and implement staff wellbeing initiatives.
• Prepare and/or examine documents for exemption processing for all CIMMYT International staff and other protocol related documentation in compliance with the Zambia laws
• Ensure compliance of activities with international norms of diplomatic protocol and sharing the same with relevant staff and CIMMYT stakeholders.

Other administrative responsibilities:

• Conduct procurement in-country to ensure effective and efficient management of the Office, in line with CIMMYT’s policies and delegation of authority
• Works closely with the CIMMYT headquarters and the Hosting Organization support services 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-Hosting Organization management agreement is effectively being 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 Hosting Organization.
• Arrange meetings, workshops and seminars by supporting travel, VISAS, and help in making arrangements for hotel stay for visitors/officials, conference room booking etc.
• Oversee the Security matters and coordinate with the Hosting Organization
  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 Risk Management Unit, prepare and implement the Occupational Health and Safety plan to comply with CIMMYT policies and regulations.
• Support the administration of vehicles.
• Any other activity as required by the supervisor.

Required Qualification, Experience and Skills:

• Bachelor or Master’s in Administration, Finance, HR or operations or equivalent degree.
• Minimum 5 years of experience in working in a multifunctional domain
• Experience working with donors and knowledge of donor requirements of funded projects.
• Experience working in international environments
• In-depth knowledge and hands on experience of MS Office especially MS Word and MS Excel
• Good Analytical and report writing skills
• High level of confidentiality and integrity
• Excellent verbal and written English communication skills.
• Able to be flexible in taking up tasks outside of regular job responsibilities as required

Duty Station: Lusaka, Zambia

General information: The contracts will be for an initial period of three years. Renewal is dependent on performance and availability of funds.