Project Administrator CIMMYT at World Agroforestry Centre (ICRAF)

Overview

The Project Administrator will provides support to the USAID-funded “Vision for adapted Crops and Soils” (VACS ) implemented in Africa. The capacity building part of the VACS project was launched in January 2024, with the goal of VACS Global South Talent Training project being to build a critical mass of scientists to support the implementation of a VACS vision in Sub-Saharan Africa, by building a cohort of fellows. These are scientists with strengthened capacity to future proof African farming systems through improved genetics and cropping systems. The effort consolidates through the delivery of researcher sabbaticals and training opportunities, graduate student research, to build a capacitated co-hort. The VACS Capacity Project Administrator will support in ensuring the VACS Capacity project implementation is on target and deliverables are met on time, within budget, and in scope. Key tasks are listed below; Project Activities organization, coordination & monitoring, Project Financial reporting support; and Project Technical Reports Support.

Duties and responsibilities

Project Activities organization, coordination & monitoring

• Support in arranging and coordinating all VACS Capacity project meetings
• Prepare necessary documentation and coordinate the process for all project vendors and suppliers, ensuring full compliance with established CIMMYT policies and processes, monitor their implementation, and ensure smooth closure of contracts.
• Assist the VACS Capacity Project Lead and other project team members in organizing project workshops and training and follow up to ensure responsible parties follow through on the decisions related to project implementation activities.
• Attending meetings and taking minutes, then circulate to the committee members, and later file the final meetings minutes in a shared online folder.
• Coordinate all VACS Capacity Scholarships/ students events and training activities.
• Arrange Travel and Logistics support for all VACS Capacity staff and CIMMYT staff supporting VACs project, and any other project stakeholders.
• Support Visa Application for CIMMYT Staff and any other partners as needed.
• Support /facilitate preparation of Standard Service Agreements for any interns, consultants, or research Administrator s, institutions, breeders, supporting the project.
• Support in the VACS Capacity partners/ grants management process when required.
• Support in the VACS Capacity project procurement and management of the project assets, inventory, supplies, utilities, and other resources, in alignment with CIMMYT’s policies and processes

Project Financial reporting support;

• Provide support to VACS Capacity Project management team when following up on partners financial reporting submission. 
• Support in ensuring VACS Capacity Project staff and consultant travel expenses and other financial transactions are properly documented and undergo proper institutional approval process and entered the Microsoft D365 system.

Project Technical Reports Support

• Support in project technical reports writing in consultation with the project team members.
• Curate, manage, and ensure appropriate availability of key project documents to project staff and partners.
• Participate in compiling the periodic reports as per CIMMYT and donor requirements.
• Any other duties as assigned by your supervisor.

Requirements

• Bachelor’s degree, in Business Administration, Commerce, Internal Business Relations, Education, Project Administration, Procurement or in a related field.
• At least 5 years’ experience in project administration in an international development organization.
• At least 2 years’ work experience working for a USAID funded organization or an international development organization.
• At least 1 years’ Experience working in the Academic or Education Section in any country in Africa.
• Experience working with PHD, MSC and professionals’ scholarship project is an added advantage.
• Working experience in developing, writing, review, compilation of technical and financial project reports.