Administrative Assistant - CIFOR

Administrative Assistant (Ref:1129)Editorial and Multimedia Services Unit

Information Services DivisionThe Center for International Forestry Research advances human wellbeing, environmental conservation and equity by conducting research to inform policies and practices that affect forests in developing countries. We are one of 15 centres within the Consultative Group on International Agricultural Research (CGIAR). Our headquarters are in Bogor, Indonesia, and we have offices in Asia, Africa and South America.CIFOR is looking for an Administrative Assistant
The Editorial and Multimedia Services unit is a fast-paced production group providing high standards in communications and research tools for our global audiences.
We are looking for a goal-oriented administrative assistant who seeks a stimulating global working environment.

Duties and responsibilities:

Support the unit with tracking and regular reporting on budgets and expenditures.
Coordinate with the ISG Secretary and Finance units for budgeting and expenditure monitoring.
Track and report on work orders received. Inform and update the unit and other units at CIFOR through weekly production lists, maintain the publications pipeline update.
Help prioritise deliverables week by week.
Maintain contracts for suppliers of all services and assist with renewing contracts annually in line with budget cycles.
Act as the central clearinghouse for managing relationships with suppliers of multimedia services, including writing, editing, translation, graphic design, web development etc., including:Maintain CIFOR's roster of external suppliers of writing, editing and translation
Assist with renewing contracts in line with budget cyclesFormalise agreements for each assignmentEnsure all suppliers are provided accurate guidelines for each assignment
Monitor service delivery and deadlinesEnsure all suppliers are paid according to CIFOR's guidelines
Keep stable of suppliers up-to-date with editing policies at CIFOR.Provide costing and budget estimates for website and publications work requests.
Work with the Data and Information Management group and the Outreach group to maintain up-to­ date boilerplates, templates, icons and specifications that define CIFOR's editorial products.
Prepare documents in various formats.

Requirements
Education, experience and technical skills
Diploma in secretarial, administration or other related fields
Three or more years of experience in secretarial duties
Knowledge of administrative standards and practices
Knowledge of finances is an advantage
Good written and spoken in English, able to conduct business in English through emails.
Strong computer skills in word processing, Ms Excel, database applications and other relevant office applications.
Personal Competencies
Competent in personal organisation and priority setting, with the ability to work efficiently under time pressure and to manage multiple prioritiesHave initiative, capable of working independently and an effective team player
Good interpersonal and communication skills, with the ability to effectively interact with people in a multidisciplinary and multicultural environment
Experience working with a wide and diverse network of groups and individuals.

Terms and conditions

This is a nationally recruited position. CIFOR offers a competitive remuneration commensurate with skills and experience
The initial appointment will be for one year starting as soon as possible, with possible extension contingent upon performance, continued relevance of the position and available resources
The duty station will be in Bogor, Indonesia.
Application process
The application deadline is 30 April 2011.
We will acknowledge all applications, but we will contact only short-listed candidates.Please send your letter of interest and CV, including contact information for three referees to:Human Resources Department, CIFOR

cifor-hr-jobs@cgiar.org

Please indicate the position title and its reference number in the email subject line. CIFOR is an equal opportunity employer.

Staff diversity contributes to excellence.