Hospitality Administrative Assistant

We are seeking a dynamic, innovative, self-motivated, and service-orientated professional for the position of Administrative Assistant for the Hospitality Area in the Corporate Services Program to contribute to effective, efficient, accurate and timely delivery of high-quality hospitality services to CIMMYT's staff and guests.

The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not-for-profit research and training organization with partners in over 100 countries. Please refer to our website for more information:www.cimmyt.org

The position will be based at CIMMYT's Main Campus (located 45 km northeast of Mexico City, Mexico).

Specific responsibilities of this position will include:

• Assist in the coordination of all administrative activities of the area, including placement of orders to suppliers (in close relation with CIMMYT's financial and supply chain areas), processing of overtime (following approval), as directed by supervisor.
• Maintain regular contact with other areas of CIMMYT arising from day to day tasks and activities, ensuring that items are followed up to satisfactory closure.
• Assist in the preparation, edition, formatting, scanning, drafting, dispatch and filing of all documents related to the area.
• Maintain accurate records of overtime, feedback from customers, records of interns and student and other internal control mechanisms directed by supervisor.
• Maintain excellent customer care mechanisms: contact with staff and guests, immediate communication and response to queries and requests, and prompt report to supervisor on unresolved issues.
• Prepare purchase orders and payments as directed by supervisor. Task includes accuracy check of all documents, verification in system of correct vendor creation, registry into the area's control systems, reconciliation with previous payments and capture into CIMMYT's financial system to generate journals for approval by supervisor.
• Compile and process accounting activities related to the area, including but not limited to: expense reports and reimbursements (including cash and credit card expenses, advance payments, per diems: gathering receipts, maintenance and reconciliation of cash float, control of chargeback account, month end reporting, accounts receivable and registry/report of income and expenditure in matters related to the area.
• Support in matters related to warehouse, including preparation of stock vouchers, record of entry of products, deactivation of products, and other matters required.
• Provide guest services for visitors: book local lodging, prepare per diem, request driver services, prepare programs, etc.
• Other activities as requested by supervisor.

We are seeking candidates with the following qualification, skills and attitudes:

• Secondary education and vocational skill requiring study/training (for less than 2 years) or previous knowledge of how 75% of the job is performed.
• Minimum of 1 year previous experience in an area related to administration, tourism or accounting is require
• Experience with tasks carried out according to well-defined routines and rules; alternatives to solve problems are defined and related to own work.

Required to DO rather than THINK. The challenges are more about compliance to process, procedure, accuracy, etc.

English language skills required, communicate orally on daily routine matters and to prepare brief reports or complete forms without assistance.

Good command of knowledge of Microsoft Office, Outlook, AX Dynamics and internet.

Good level of attention to detail, client - customer service orientation, and excellent organization skills.

Ability to work with different nationalities, under pressure and as a member of diverse work team.C

IMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes Year-end Bonus (40 days), Vacation Premium (56%), Life Insurance and Medical Insurance, Supermarket Coupons, Savings Fund, Social Mexican Benefits (IMSS, SAR / Infonavit).

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Women are encouraged to apply.

o apply please email cover letter and CV no later than Friday, 17 October 2014 to Human Resources, CIMMYT  Email: nnrsrecruitment@cgiar.org/ Please indicate Position Reference number: N14198 in the header of your email)

lease note that only short-listed candidates will be contacted.

or further information please contact Ricardo Perez, r.perez@cgiar.org