The Organization

The Alliance of Bioversity International delivers 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.

The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.

About the position 

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT)        is seeking to recruit an Operation Assistant.

The operation assistant will have the responsibility of providing overall Operations assistance support to the on-going projects of The Alliance in Rwanda. The Operation Assistant will work very closely with the Operation Associate in day-to-day Operations tasks. The Operation Assistant position reports to the Operations Associate and the Country coordinator II- Country office administrative

Main Duties and Responsibilities 

Administration 

Conferences/ Workshops/ Meetings

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

Staff Travel

• Assist in coordinating travel arrangements for Alliance of Bioversity international and CIAT staff, collaborators, and visitors (tickets, airport transfers, visas, hotels, etc.). by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators
• Messenger and driving

Procurement and Asset Management

• Assist in maintaining stores and managing stationary.
• Provide support on the procurement process, import/ export, shipping for Alliance of Bioversity international and CIAT and hosted institutions such as IITA, MEDA and IFPRI
• Receive all procurement requests and advise requestors on compliance matters accordingly.
• Source quotations, prepare bids analysis and liaise obtain all necessary approval.
• Assist in preparation and manage contracts and communications with vendors for goods and services required by the office.
• Initiate request in Agresso for Alliance and hosted institutions as focal points i.e. Request for logistics module and SAP Concur
• Assist in Fleet Management (processing travel requests, checking logbooks, preparing fuel request forms, yellow cards renewals, assist driver for mileage report etc.)
• Maintaining an updated office assets register
• Assist in prepare procurement quarterly report.
• Assist in assets management of the Organization (safety and security of assets, assets purchase, recording and disposals);
• Provide support in assets physical verification and tagging. 

Finance

• Assist in ensuring compliance with duty/tax regulations in line with host country agreement.
• Register invoices and check attached supporting documents before sending them to finance for payment.
• Initiate payment requests for Alliance of Bioversity international and CIAT staff & hosted institutions
• Assist in ensuring proper filing of financial and accounting documents – Invoice with support documents submitted to Finance office for easy retrieval.
• Assist in following up on payment of per diems and reimbursements during workshops.
• Assist in getting Purchase code for vendors /Service providers. 

Protocol

• Receive and direct visitors or clients to respective staff.
• Assist to manage, review, and respond to the internal and external communication flow drafting correspondence and responding to queries from collaborators and internal clients.
• Any other duty that may be assigned.

Requirements

• Bachelor’s degree in business administration/Operations or another related field. 
• At least two (2) years of relevant work experience in a closely related field gained in an international organization.
• Substantive experience in Operations and Procurement in an international organization at a regional level.
• Experience in collaborating with people from different backgrounds and cultural diversity. 
• Knowledge of Operations Principles and best practice international standards in particular  
• Working   knowledge   of   ERPs system and SAP Concur.  
• Ability to work independently with minimal supervision.

Terms of employment

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

This position is graded at BG04, level, with a minimum basic salary of RWF 559,160   in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.

The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities.

Applications

Applicants are invited to visit https://alliancebioversityciat.org/careers to get full details of the position and to submit their applications. Applications MUST include reference number REF :103597– Operations Assistant as the position applied for. Cover letter and CV should be saved as one document using the candidate’s last name, first name for ease of sorting. The Alliance collects and process personal data in accordance with applicable data protection laws.

Applications closing date:2nd April 2024

Please note that email applications will not be considered.

Only short-listed candidates will be contacted.

We invite you to learn more about us at:

 http://alliancebioversityciat.org