Overview
- The
role is to provide administrative support to the Dryland Crops Program.
The successful candidate will join our admin team which shares
responsibilities. He/she will learn and become proficient in diverse
aspects of project and program management and support, including:
procurement; grants, and asset management; vendor coordination, germplasm
import/export logistics; travel arrangements; logistics support to
meetings; expense and budget management; document/knowledge management;
secretarial support; etc. Teamwork is a key aspect of this position,
including interest and willingness to become proficient in all shared
tasks and “cover for each other” during peak work time or absence of any
team member
Duties and
responsibilities
Procurement and Vendor
Management
- Procurement
Coordination.
- Coordinate
procurement processes for Eastern and Southern Africa (ESA), ensuring
compliance with organizational policies and guidelines.
- Raise
ESA CAPEX requisitions and ensure timely follow-up with procurement
teams.
- Vendor
Management.
- Evaluate
vendor performance to ensure quality and cost-effectiveness.
- Upload
vendor performance reports for access by the team.
- Germplasm
Movement.
- Process
SMTAs (Standard Material Transfer Agreements) for germplasm movement,
ensuring adherence to legal and procedural requirements.
- Maintain
an updated database of germplasm movement records.
- Manage
the processing of KeMHPIS documents, oversee DHL shipments and logistics
clearance, and coordinate with procurement to ensure seamless execution.
Grants and Financial Management
- Subgrant
Management.
- Draft
and upload subgrant agreements on SGM and ICERTIS platforms.
- Maintain
an updated Subgrants Tracker.
- Upload
partner documents for payments.
- Notify
partners of payments and track confirmation of receipt.
- Donations
Management.
- Coordinate
donations, ensuring proper documentation and alignment with applicable
project goals.
- Asset
Management.
- Maintain
the DCP ESA assets register, ensuring accurate records of storage,
maintenance, and usage.
- Coordinate
periodic audits to ensure accountability.
Knowledge Management
- On-line
information repositories.
- Lead
and manage the upload of critical project information on platforms such
as Teamwork and PMP.
- Support
the program Manager to develop and oversee a detailed calendar of
critical project milestones and necessary follow-ups.
Program and Team
Support
- Provide
clerical support to the ADCIN Steering Committee, including documentation,
meeting organization, and communication follow-ups.
- Maintain
an organized repository of ADCIN documentation for easy access.
- Support
DCP scientists:
- Raising
purchase requisitions (PRs).
- Organizing
internal team meetings.
- Processing
non-HSBC (credit card) expenses.
- Ensuring
timely documentation and follow-up on action points from meetings.
- Teamwork:
contribute to DCP’s Admin Team success by learning new tasks, rotating
responsibilities, covering for each other during leaves, etc.
Documentation and
Knowledge Management
- Post
and maintain breeding team, Subgrants, Procurement, ADCIN, Donations,
Assets, SMTAs, and other documentation on DCP Teams to ensure
accessibility and proper knowledge management.
- Implement
a structured folder system to enhance document retrieval efficiency.
Qualifications
- Associate’s
or Bachelor’s degree in Business Administration, Communications, or a
related field.
- At
least 3 years of experience as an administrative assistant or similar
role, preferably in an international or non-profit organization setting.
How To Apply
