Showing posts with label Mid-Level. Show all posts
Showing posts with label Mid-Level. Show all posts

Thursday, November 21, 2013

Executive Assistant, CIMMYT, New Delhi



JOB DESCRIPTION

Executive Assistant,

CIMMYT, New Delhi


1. POSITION VACANT:  Executive Assistant (EA), CIMMYT, New Delhi

2. BACKGROUND: The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT, is a not-for-profit research and training organization headquartered in Mexico. This organization is dedicated to increasing agricultural productivity with a view to ensuring global food security and reducing poverty and has partners in more than 100 countries.

Our client is an equal opportunity employer and encourages qualified women candidates to apply.

For more details about CIMMYT, please visit http://www.cimmyt.org/

3. JOB DESCRIPTION/ RESPONSIBILITIES:

CIMMYT would like to engage a competent and organized professional, for the post of Executive Assistant (EA), for a key flagship project i.e. The Borlaug Institute for South Asia (BISA). Reporting to the Deputy Director Research & Partnership- BISA and Country Liaison Officer- CIMMYT, s/he will be responsible for providing comprehensive secretarial and administrative support. The post holder will also coordinate and communicate with the CIMMYT/ BISA staff, government authorities and partners.

Key Responsibilities:

(1) Maintaining the supervisor’s calendar, setting appointments and providing briefings on each day as required;
(2) Arranging travel for supervisor, including purchase of airline tickets, hotel reservations and complete scheduling of trips;
(3) Managing supervisor’s email inbox by screening all incoming mail, determining how best to route certain questions and inquiries and responding to selected messages;
(4) Responding to incoming calls and requests;
(5) Organizing and maintaining efficient filing system for the supervisor, including subject, index, and/or cross-reference files;
(6) Translating documents and correspondence as needed, from Hindi to English and vice versa;
(7) Maintaining databases for supervisor, including entering new contacts and updating current ones;
(8) Composing routine correspondence on own initiative or from brief notes/ oral instructions/ referring to other sources for detailed information;
(9) Preparing, editing, formatting and scanning Word, PPT, and Excel documents as needed and compiling required signatures for various documents;
(10) Coordinating high level meetings, including book rooms, catering, putting together board packets and mailing each member in advance of the meeting;
(11) Recording and distributing minutes of meetings;
(12) Acting as ‘liaison’ between supervisor and other institutions;
(13) Providing support to other members of the department as required. In the absence of the supervisor, ensuring that requests for action/ information are relayed to the appropriate person.
(14) Processing Supervisor’s expense reports and reimbursements including cash and credit card expenses, advance payments, per diems/ viaticum (which further includes gathering receipts, preparing the journal, selecting method of payment and sending it to the Program Administrator for authorization);
(15) Controlling supervisor’s official expenses, ensuring timely payment of invoices and credit card;
(16) Managing requisitions which includes preparation of purchase orders and personnel requests as needed;
(17) Gathering quotes for requested items and providing this information to the purchase department as needed;
(18) Facilitating and coordinating vendor payments (invoices from service providers and/or collaborators);
(19) Verifying consultant payments for processing and approval from the supervisor;
(20) Providing guest services for visitors which includes book local lodging, preparing per diems, requests for driver services, preparing programs, etc;
(21) Coordinating renewal of visas and renewal requests of passports;
(22) Submission of medical receipts/ claims and reimbursements for utilities cost;
(23) Preparing customs forms for imports and/ or ‘carta de transito’ forms as needed;
(24) Preparing forms related to donating equipment (i.e., inventory labels, etc.);
(25) Preparing and/or proofread sub-agreements with collaborators;
(26) Managing and requesting for office supplies;
(27) Performing any other tasks/ related duties as assigned by the supervisor.

Position Specific: Executive Assistant BISA

(1) Providing general research support and utilizing all relevant computer software’s to retrieve, maintain and manipulate data and independently responding to the diverse inquiries; Making decisions when multiple courses of action are possible;
(2) Establishing and maintaining relevant files and databases for the BISA Office; Ensuring project documents filed as per defined standards;
(3) Preparing supervisor’s Monthly Activity Reports;
(4) Handling sensitive and confidential information; Exercising judgment, tact and discretion in responding and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualifications:

(1) Bachelor’s Degree in Business Administration and/ or any other related technical, vocational or professional qualifications preferably in Secretarial Practice, is required;
(2) Formal knowledge of ‘Short Hand’ and good typing speed is essential;
(3) Basic knowledge of administrative and/or operating protocols and procedures of research support function is required.

Experience:

(1) At-least four years of post Bachelor’s degree work experience or minimum six years of post secondary education work experience in the related field;
(2) Applicants having prior exposure to handling secretarial functions and job duties shall be preferred.

Essential IT Skills:

(1) Proficiency in using standard windows-based software for word-processing, spread sheets, presentations, internet, etc;
(2) Ability to effectively use corporate systems and other specialized applications (user);
(3) Basic knowledge of Windows Operating System and LAN.

Essential Interpersonal Skills & Attributes:

(1) Excellent written and oral communication skills in English & Hindi;
(2) The incumbent must be proactive, innovative, and well articulate, displaying good analytical and leadership skills;
(3) Ability to communicate and relate effectively;
(4) Problem-solving & analyzing skills;
(5) Providing and/ or seeking services, sharing information and securing the cooperation and commitment of individuals/ small groups and/ or project teams;
(6) Ability to undertake diverse and complex assignments with minimal supervision and resolve competing demands;
(7) Good organizational skills: Ability to plan and prioritize own work and for internal clients;
(8) Cultural sensitivity and ability to work effectively, under pressure, with diverse teams/ different nationalities;
(9) Should be willing to travel, occasionally.

5. COMPENSATION OFFERED:

The gross remuneration budgeted for this position is Rs. 7.20 lacs per annum. Offers shall be commensurate with the qualifications, experience and salary history, of the selected candidate.

6. LOCATION: New Delhi

7. REFERENCE: EA-CIMMYT

8. CONTACT INFORMATION:

Priyanka Sharma, Senior Consultant
Strategic Alliance Management Services P Ltd.,
1/1B (Ground Floor), Choudhary Hetram House,
Bharat Nagar, New Friends Colony, New Delhi 110 025;
Phone No- 011- 26842162; 41653612; Direct Extn: 34

9. LAST DATE FOR APPLICATIONS:

Eligible candidates interested in this position are requested to apply in the prescribed online application form available at http://sams.co.in/forms/onlineapplicationsams.html by or before December 1, 2013. For further details please visit our website www.sams.co.in

Only duly filled online application forms will be considered valid. Applicants are therefore advised to fill each section of this form. This form comprises a key element of the screening process and the quality of your response is likely to have a significant impact on your selection.
 
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