This vacancy is intended to fill a vacant position in the CGIAR System Organization.

Location: Montpellier, France. This position is only open to candidates who have the right to work and live in France.

Grade: Grade 1 (The position is graded in accordance with the CGIAR System Organization staff salary and grading structure, under which jobs may be graded between grades 1 to 9, with grade 9 being the highest).

Date Published: 18 August 2023

Closing Date for Applications: Monday, 17 September 2023 at 09h00 CET

About CGIAR

CGIAR is a global research partnership for a food-secure future. CGIAR science is dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services. Its research is conducted in close collaboration with hundreds of partners, including national and regional research institutes, civil society organizations, academia, development organizations, and the private sector.

About the CGIAR System Organization

Established in 2012, the CGIAR System Organization (“System Organization”) provides governance to the CGIAR System in collaboration with the System Council and has about 60+ staff. The System Organization is committed to cultivating a work environment that reflects teamwork, gender equality, and respect for diversity.

It is a truly exciting time to be joining the System Organization as CGIAR undertakes a transformation into a more integrated “One CGIAR” that will allow us to achieve a more significant impact with our research. One CGIAR is a dynamic reformulation of CGIAR’s partnerships, knowledge, assets, and global presence in key areas where innovation is needed to deliver on the Sustainable Development Goals by 2030. It focuses on collaborating more closely to enable us to deploy scientific innovations faster, on a larger scale, and at a reduced cost so that they can have a more significant impact where they are needed the most. The transition to One CGIAR will have profound implications on how CGIAR and its constituent parts are structured and operate: with unified governance, an integrated structure, a new research modality, and more pooled funding, One CGIAR will be better positioned to achieve its mission.

Please find more information about CGIAR at www.cgiar.org and about One CGIAR here.

Job Summary

Under the overall supervision of the Director, Governance and Risk, the Assistant provides high-quality and proactive support services to facilitate the operations of the Legal, Governance and Risk Team and CGIAR governance operations in general, in a wide range of administrative and other support duties of a highly responsible and sometimes confidential nature.

Key elements of this role include supporting travel, meetings, information management, assisting with the management of consultancy contracts, budgetary matters and internal procurement processes to guarantee smooth flow and effectiveness of operations.

This role requires a dependable and well-organized team-player with excellent time management skills, exceptional attention to detail; strong interpersonal skills; and the ability to maintain confidentiality and multi-task in a fast-paced environment for ensuring proactive administrative, operational and procedural support that is consistent with CGIAR’s applicable standards and practices.

Specific Responsibilities

I. Communication and liaison

• Schedule unit meetings and teleconferences, in-person and virtual; provide meeting logistical management; collect and distribute advance background materials.
• Follow up on incoming communications, including those of a sensitive or in-confidence nature, and determine the appropriate course of action.
• Provide logistics support for in-person and virtual governance meetings and events, working closely with the Meetings & Events Coordinator.

II. Information Management

• Create surveys, collect and analyze data to prepare documents, and draft, compile, format, edit, and proofread correspondence, presentations, and other documents.
• File, organize, and retrieve documents on online shared systems, ensuring efficient and effective document management and version control and creating and maintaining online shared databases.

III. Provision of seamless travel services for a broad range of stakeholders

• Secure cost-efficient travel reservations for members of the unit and governing bodies.
• Timely processing of travel authorizations and travel expense claims.
• Organize complete travel itineraries including event registrations, visa applications, hotel reservations, travel insurance, traveler tracking security system, etc.

IV. Supporting purchasing and other unit activities

• Process purchase requisitions for goods and services for the unit and serve as a secondary focal point for suppliers.
• Provide support on an ad hoc basis to cover for another assistant’s absence to support CGIAR organizational priorities as a whole.
• Perform other administrative duties as assigned.

Requirements

Education and Experience

Required:

• A higher education qualification (diploma, advanced diploma, or equivalent certification) from an accredited academic institution in office administration, logistics, or another related field.
• Minimum of 3 years’ experience in a similar role
• Demonstrated knowledge of standard office administrative practices and procedures
• *In lieu of a degree or advanced diploma, professional certification by/membership to an accredited professional body (e.g., governance, law, public administration, management, information management studies) plus eight years of experience may be considered.

Desirable:

• Previous working experience in an international, cross-border or cross multi-cultural setting

Key Competences

• Coordination, organization, and planning skills
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Ability to multi-task, prioritize and meet deadlines
• Proficient computer skills and in-depth knowledge of relevant software such as M.S. Office Suite (including Word, PowerPoint, Excel, and SharePoint)
• Experience in working with workflow application software (e.g., Oracle, Peoplesoft, Agresso Office, or other)
• A proven ability to liaise with a broad range of stakeholders and partners with varying cultural and educational backgrounds, and with differing levels of seniority, and doing so with demonstrated sensitivity, discretion, and tact considering different organizational and cultural considerations

Languages

• Excellent written and oral communication skills in English are essential
• Working knowledge of French is preferred but not an essential requirement

Benefits

The CGIAR System Organization is an equal opportunity employer and offers competitive compensation with favorable taxation arrangements in France and, subject to eligibility, comprehensive employee benefits comprising extensive insurance coverage, a retirement plan, an education grant, and relocation support at the start of the appointment and upon conclusion of appointment for staff members and eligible dependents. All benefits are denominated and paid in Euros.

System Organization appointments are typically for a fixed term of three years, with a possibility of renewal subject to effective performance, operational needs, and funding.

Submitting Your Application

All applications must be submitted online by clicking the ‘Apply’ button below. If you require assistance or face challenges in submitting your application, please email [email protected] with the position title in the subject line. Please note we will not accept applications through this email.

Please ensure that your resume and cover letter are in English and do not contain your marital status, age, or photograph. Documents provided in a language other than English will not be considered.

CGIAR is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational, and multi-disciplinary, collegial working environment, with a competitive salary, excellent benefits, and flexible working arrangements. We consciously create an inclusive organization that reflects our global character and commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities. If you require accommodation due to a disability, please email your request to [email protected] and include “Diversity and Inclusion Accommodation” in the subject line.

All received applications will be acknowledged; however, only shortlisted applicants will be contacted.

We look forward to hearing from you!