Administrative Assistants (Consultancy)

Duration: 2.5 days per week per consultancy until 31 December 2025 with possibility of extension.

Starts: 01 July 2025

Type: Consultancy Contracts

Deadline for Applications: 14 June 2025, 5:00 PM CET

Internal Audit Function (IAF) Administrative Support

The CGIAR internal Audit Function is proving Risk-based Assurance and Advisory engagement to the System Organization Management and the Integrated Partnerships Audit Finance and Risk Committee.

The role admin assistant is to support the head of internal audit to perform these activities with admin support. This includes scheduling and preparing meetings, administrative support and other task related to the delivery of activities.

Vision

CGIAR optimizes its contribution to impact: is accountable, learns from delivery, and provides robust evidence of results for communication and resource mobilization. CGIAR is recognized as a leader in the field of Performance and Results Management.

Mission

The CGIAR's mission is to achieve sustainable food security and reduce poverty in developing countries through scientific research and research-related activities in the fields of agriculture, forestry, fisheries, policy, and environment.

Functions​

Purpose of position: The Admin Assistant will be responsible for providing overall administrative support in the day-today management and functioning of the Internal Audit function

Role Summary: An integral member of the Internal Audit function, the Admin Assistant is expected to provide administrative support to the team and a range of procedural, administrative, operational support.

Summary of Profile: The role requires a suitably qualified and experienced professional with excellent oral and written communication skills and the ability to organize their work accordingly. A high degree of attention to detail, the ability to work in a fast-paced environment with strong attention to detail and great interpersonal skills are essential in this role.

Key Responsibilities:

1. Support IIA logistics & operations

a.         Arranging virtual as well as in-person meetings (invites, travel, venue, hotels, meals, agenda etc)

b.         Planning for IIA travel

c.          Managing SO office related requests/issues (email set up, office space etc)

2.      Admin task

a.         Support with simple admin task as requested by the Internal Audit team members 

3.      Other

a. Support with the delivery of specific task to support the delivery of the activities of the function such as collecting data points; supporting with the delivery of engagement etc

Project Portfolio Unit (PPU) Administrative Support

The Project Portfolio Unit (PPU) plays a critical role in the effective coordination and support of CGIAR’s project and portfolio management. To enhance operational efficiency and ensure timely delivery of consultant services and logistical support, the PPU seeks the services of a consultant to provide operational, contracting, and coordination support.

Objective of the Assignment

To support the PPU in the efficient management of consultant contracting, team logistics and operations, and document management, ensuring smooth coordination with internal and external stakeholders.

Key Responsibilities:

1.      Consultant contracting support

a.         Facilitate the full contracting process for consultants, including preparation and completion of necessary documentation and coordination with Procurement.

b.         Maintain and regularly update a comprehensive tracker of consultants and staff contracts, including timelines and renewal dates.

c.          Issue timely reminders on contract expirations and required extensions.

d.         Serve as the focal point for communication on consultant matters with internal units (Procurement, Finance, P&C, IT) and the consultants themselves.

2.      Logistical and Operational Support for PPU

a.         Coordinate and arrange logistics for virtual and in-person PPU meetings (including invitations, travel arrangements, venues, hotels, meals, agendas, etc.).

b.         Manage PPU team travel arrangements in alignment with CGIAR travel policies. Managing SO office related requests/issues (email set up, office space booking etc)

3.      Maintain Teams file management system

a.         Establish and maintain an organized and user-friendly Teams file management structure for PPU.

Ensure that all essential documents and files are uploaded and appropriately stored within the Teams system. Manage and update PPU email distribution lists as needed.

______________________________________________________________________________________________________________________________________

The following responsibilities and qualifications are common to both positions:

4. Internal Relations (within CGIAR)

·       Linkages or collaborative nature of role: works collaboratively with all members of the Center internal audit functions, as well as all support units (Procurement, Finance, HR, IT etc)

5. External Relations (external to CGIAR)

·       Linkages or relations to external parties: Liaises with external service providers/consultants to manage service contracts and coordinate the provision of expert services in the delivery of key responsibilities as appropriate.

Qualifications, Skills, and Experience

·       Level of education and technical field: associate or bachelor’s degree in business administration, office management, or a related field.

·       Level of experience: At least five years of relevant experience in administration.

·       Competences/skills:

o   Executes administrative tasks in a timely and accurate manner

o   Demonstrated computer literacy, especially with the Microsoft Office software suite

o   Excellent written and oral communication

o   Ability to handle and complete multiple tasks within deadlines with minimum supervision preferred

o   Proven experience as an administrative assistant, virtual assistant or office admin assistant

o   Attention to details

Personal Traits

Other characteristics: Strong work ethics and integrity; inspires trust and credibility; Ability and willingness to work in and promote diverse multi-cultural and multi-disciplinary environments; Ability to adapt to an emergency environment with good capacity to respond quickly and diligently to simultaneous requests Must be able to maintain professionalism and a positive service attitude at all times.

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. 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.

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

We look forward to hearing from you!