Programme Associate (Leuven, Belgium)
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:2 months ago
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Category:Project Management
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Deadline:31/03/2024
JOB DESCRIPTION
Programme Associate
The Organization
The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) deliver research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.
With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people in a climate crisis.
The Alliance is part of CGIAR, a global research partnership for a food-secure future.
About the position
Based at the Bioversity International Transit Center in Leuven (Belgium) hosted by KU Leuven and under the supervision of the Research Specialist, Biodiversity for Food & Agriculture but in close collaboration with scientists working on the conservation and evaluation of banana diversity, the Programme Associate will be responsible for providing efficient and effective administrative support to the scientific staff based in Leuven, Belgium and in Montpellier, France. The work is performed in the office located at the Department of Biosciences of KU Leuven, Belgium. We are a home for the international banana collection and are internationally considered as a leading center for tropical plant research.
Responsibilities
More specifically, the Programme Associate will execute the following tasks:
Administration
Obtain the necessary clearances and support from the Scientists with the monitoring of Letters of Agreement (LoAs) progress, using the appropriate system and databases.
Respond to staff and partner organizations requests on administrative issues.
Provide administrative and logistics assistance to staff and visitors at the Leuven office, as required.
Perform office administrative tasks, such as preparing and reviewing content of documents, drafting and reviewing correspondence, preparing minutes of meetings and procurement of goods.
Perform office duties including courier preparation, reception, welcoming visitors and trainees in the Leuven office and Lab.
Make logistical arrangements related to travel, meetings, seminars, conferences, workshops and events, including itinerary research, hotel reservations, and visa requests.
Raise Travel Requisitions and prepare Expense Claims using the internal Sap-Concur tool.
Budget and Accounting
Prepare and keep track of accruals and payables for travel advances etc.
Assist the Budget Officer / Office Management in the preparation and review of program budgets through the collection of relevant information.
Liaise with Grant Managers to collect the information needed for planning, monitoring, and reporting of budgets.
Check if incoming invoices and other supporting expenditure documents have been approved by the appropriate Grant Manager and Budget Officer
Other support as needed.
Host Country Compliance in Belgium
Support Country Representative with managing and monitoring agreements pertaining to International Plant Genetic Resources Institute (IPGRI) operating as Bioversity International and the Government of Belgium institutional relations.
Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty-tax regulations in line with the host country agreement.
Ensure compliance to the IPGRI monthly accounts closing chronogram and timely accounting analysis and reporting where applicable.
Maintain good working relationships with the IPGRI official bank in Belgium and follow-up regularly, including managing the account on the online banking platform and submitting Leuven Office bank account statements to Rome HQ on a regular basis.
Ensure the implementation of audit recommendations and report to the Finance Manager for any material query
Budget and Accounting
Prepare and keep track of accruals and payables for travel advances etc.
Assist the Budget Officer / Office Management in the preparation and review of program budgets through the collection of relevant information.
Liaise with Grant Managers to collect the information needed for planning, monitoring, and reporting of budgets.
Check if incoming invoices and other supporting expenditure documents have been approved by the appropriate Grant Manager and Budget Officer
Other support as needed.
Host Country Compliance in Belgium
Support Country Representative with managing and monitoring agreements pertaining to International Plant Genetic Resources Institute (IPGRI) operating as Bioversity International and the Government of Belgium institutional relations.
Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty-tax regulations in line with the host country agreement.
Ensure compliance to the IPGRI monthly accounts closing chronogram and timely accounting analysis and reporting where applicable.
Maintain good working relationships with the IPGRI official bank in Belgium and follow-up regularly, including managing the account on the online banking platform and submitting Leuven Office bank account statements to Rome HQ on a regular basis.
Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion.
Prepare and keep track of accruals and payables for travel advances etc.
Assist the Budget Officer / Office Management in the preparation and review of program budgets through the collection of relevant information.
Liaise with Grant Managers to collect the information needed for planning, monitoring, and reporting of budgets.
Check if incoming invoices and other supporting expenditure documents have been approved by the appropriate Grant Manager and Budget Officer
Other support as needed.
Host Country Compliance in Belgium
Support Country Representative with managing and monitoring agreements pertaining to International Plant Genetic Resources Institute (IPGRI) operating as Bioversity International and the Government of Belgium institutional relations.
Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty-tax regulations in line with the host country agreement.
Ensure compliance to the IPGRI monthly accounts closing chronogram and timely accounting analysis and reporting where applicable.
Maintain good working relationships with the IPGRI official bank in Belgium and follow-up regularly, including managing the account on the online banking platform and submitting Leuven Office bank account statements to Rome HQ on a regular basis.
Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion.
Requirements
Essential Requirements
Bachelor’s degree in business administration, project management, or relevant field, supplemented by office training.
Demonstrated track record of effectively supporting and engaging with a diverse range of stakeholders.
Proficiency in the use of Microsoft Office Suite packages.
Excellent command of the English language, both written and spoken.
Strong interpersonal, communications and teamwork skills; courtesy and tact, and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.
Well-developed skills in personal organization and priority setting, problem solving and accuracy.
Strong client orientation and service approach
Desirable Requirements
Work experience in an international environment.
Dutch language skills
Benefits
Terms of employment
This is a locally recruited position which will be based in Leuven, Belgium. All benefits are denominated and paid in EURO. The salary is level 6, on a scale of 14 levels, with level 14 being the highest. The salary range starts from Euro 41,000 per annum and exempt from Belgian income tax. The remuneration package includes a competitive salary, leave provisions, medical and life insurance, and non-contributory retirement plan. The contract will be for a period of one year, subject to a probationary period of 6 months, and is renewable based on performance and availability of funds. Please note this position is only open to citizens or residents of the European Union.
Please note that eligible applicants must have the legal status to live and work in the European Union. Citizens of EU countries and citizens of non-EU countries are individually responsible for compliance with requirements and formalities established by the national immigration law of the country where they stay and carry out their working activity.
Applications
Please apply online through the website (https://alliancebioversityciat.org/careers) no later than 31 March 2024, attaching a curriculum vitae, motivation letter, both in English, and contact information (e.g. names, email address) of at least three references. Please note that only shortlisted candidates will be contacted.
Closing date for applications: 31 March 2024
We invite you to learn more about us at:
http://alliancebioversityciat.org
Please visit our careers page at:
https://alliancebioversityciat.org/careers
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