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Administrative Support Services Officer

JOB ANNOUNCEMENT
ADMINISTRATIVE SUPPORT SERVICES OFFICER
Ref: GSS/02/CS/February 2010

The Africa Rice Center (AfricaRice) ex WARDA is seeking a highly qualified Administrative Support Services Officer at the GSS (General Support Staff) level.

The successful candidate will provide administrative support to the Director of Administration and Finance. She or he will be recruited at the GSS (General Support Staff) level and will be based at AfricaRice ex-WARDA temporary headquarters in Cotonou, (Republic of Benin).

Africa Rice Center (AfricaRice) ex WARDA

The Africa Rice Center (AfricaRice) ex WARDA is an association of 23 African member states and one of the 15 international Centers supported by the Consultative Group on International Agricultural Research (CGIAR). The Center’s mission is to contribute to poverty alleviation and food security in Africa, through research, development and partnership activities aimed at increasing the productivity and profitability of the rice sector in ways that ensure the sustainability of the farming environment. The Africa Rice Center (AfricaRice) ex WARDA is temporarily headquartered in Cotonou, Benin, which offers good living conditions, with excellent international schools for both French- and English- speaking students. More information on AfricaRice is available on http://www.AfricaRiceCenter.org.

POSITION: Administrative Support Services Officer
CATEGORY: GSS

RESPONSIBILITIES:

The Administrative Support Services Officer will report to the Director of Administration and Finance (DAF) and take responsibility for direct supervision and coordination of all administrative support functions under the Corporate Services Division (CSD) such as Liaison, Travel/Visitors, Conference & Cafeteria, Registry, Purchasing & Stores, in order to ensure efficiency and effectiveness of services provided. S/he will assist the DAF in handling any other administrative assignments as necessary.

Specific duties:
• Coordinate planning, implementation and reporting on various administrative support functions in order to ensure quality and timeliness of service delivery;
• Assist the DAF and provide daily support in managing the office, handling various administrative activities and ensuring follow up on pending issues in consultation with internal and external partners;
• Manage inter-office linkages and ensure proper handling of documents and information flow to and from the DAF office;
• Contribute to the development and updating of administrative policies, guidelines and operating procedures and monitor implementation;
• Work with concerned CSD staff in developing work plans, budgets, monitoring results and assessing performance on annual basis;
• Make necessary arrangements for CSD meetings as requested by the DAF and prepare relevant background documents, reports and minutes as appropriate;
• Coordinate the preparation of service contracts, manage implementation and facilitate communication between end users and service providers;
• Follow up on audit recommendations on administrative support functions and ensure that corrective actions are taken as appropriate;
• Ensure regular and timely submission of activity reports (including cost recovery) of Liaison, Travel/Visitors, Conference and Cafeteria, Registry, Purchasing & Stores
• Draft correspondence, reports or other administrative documents and perform any other administrative duties assigned to by the supervisor.

REQUIREMENTS:

The successful candidate will have the following qualifications and competencies:

- University degree in administration/management or related field;
- Minimum of five (05) years of work experience with supervisory responsibilities preferably in a multicultural environment;
- Full proficiency in English and French with very good writing skills in both languages;
- Very good computer skills, highly conversant with Microsoft office applications;
- Works well under pressure with very good inter-personal and communication skills;
- Self motivated, dependable and willing to take initiative.

DURATION OF THE APPOINTMENT: Initial appointment is for two years.

APPLICATION PROCEDURE

Candidates should send an application with current detailed curriculum vitae and the names and addresses (including telephone/fax/e-mail) of three referees to:

Personnel Officer
Africa Rice Center
01 BP 2031 Cotonou (Bénin)
Tel (229) 21 35.01.88 Fax: (229) 21 35 05 56
E-mail: AfricaRice-hr@cgiar.org

N.B: The detailed CV should include: full name, sex, date of birth, nationality, higher academic qualification obtained, and number of years of professional experience in the field …

Applications will be received until 20 March 2010.

We thank all applicants but only those who are short-listed will be contacted

AfricaRice believes that staff diversity contributes to excellence and encourages women professionals to apply.