Project Management Assistant

~ Bioversity International is a global research-for-development organization. Our vision is that agricultural biodiversity nourishes people and sustains the planet. We deliver scientific evidence, management practices and policy options to use and safeguard agricultural biodiversity to attain sustainable global food and nutrition security. ~

We work with partners in low-income countries in different regions where agricultural biodiversity can contribute to improved nutrition, resilience, productivity and climate change adaptation. Bioversity International is a CGIAR Research Centre. For further information on Bioversity International, consult our Web page at: Context Bioversity International participates in the CGIAR Research Program on Roots, Tubers and Banana (RTB). RTB is a broad alliance to exploit the underutilized potential of root, tuber and banana crops for improving nutrition and food security, increasing incomes and fostering greater gender equity – especially amongst the world’s poorest and most vulnerable populations.

Position Overview

Bioversity International is seeking a highly motivated Project Management Assistant (PMA) to facilitate the effective administration and monitoring of progress in RTB within the organization, and provide program support to the research activities on the conservation and evaluation of banana diversity undertaken at the Bioversity International Musa Germplasm Transit Centre.

Purpose of Role Under the supervision of Bioversity’s RTB Focal Point and Senior Scientist, and in close collaboration with key Bioversity scientists working on the conservation and evaluation of banana diversity, the successful incumbent will be responsible for providing efficient and effective administrative support to the scientific staff based in Leuven, Belgium.

This is a locally recruited part-time 80% professional position, based in Leuven, Belgium. The position is level 5, in a scale of eight levels, with level 8 being the highest.

Responsibilities

• Perform office administrative tasks, such as preparing and reviewing content of documents, drafting and reviewing correspondence, preparing minutes of meetings, preparing presentations, editing material for syntax, translations, procurement of goods, liaising on a variety of administrative matters with other staff and external agencies, partners, suppliers, etc.
• Prepare Letters of Agreement, checking them for accuracy and format, obtaining the necessary clearances and supporting the scientist with monitoring progress and with follow up, using the appropriate system and databases.
• Assist with timely completion of workplans and reporting requirements based on donor templates and instructions and follow up accordingly to ensure report submission in a timely manner, monitor the contracts signed between Bioversity and the donor(s).
• Liaise with Bioversity CRP and Process Managers for the collection, collation, and input of information into institutional systems to track progress in completion of products, milestones and contribution to outcomes.
• Assist the Budget Officer in the preparation of RTB and other budgets through the collection of relevant information; liaise with RTB and other grant managers to collect information needed for planning, monitoring and reporting of project budgets.
• Develop and maintain an efficient filing system and databases for print and electronic files/documents of project grants and RTB.
• Assist in the implementation of RTB evaluations and impact assessments.
• Organize logistical arrangements for meetings, seminars, conferences, workshops and events, including itinerary research, hotel reservations, visa requests.
• Assist scientists with timely and correct development of workshop reports, capturing of capacity building events in the training database, capturing publications in the institutional publications database and Musalit, etc.
• Organize effective documentation and data management of project data, prepare summaries of project results for the purposes of monitoring and evaluation and sharing of information of project outcomes and objectives with RTB and with other partners.
• Facilitate communications between Bioversity’s RTB Focal Point and internal and external partners, to ensure the correct development of the project decisions process and facilitate the production of the expected outputs.
• Perform office duties such as switchboard, courier preparation and reception, make arrangements for receiving visitors.
• Provide back-stopping for program assistant positions.
• Any other duties as assigned.

Qualifications

Essential qualifications & competencies:

• Bachelor’s degree in Business or Agricultural Research Administration, supplemented by training in Project Management or equivalent.
• Minimum of 3 years’ working experience in Project Management support.
• Excellent computer skills with good grasp of spreadsheets, word processing, presentations and other MS office applications, and ability to learn new applications quickly.
• Sound knowledge of standard office procedures.
• Excellent reporting, writing and oral communication skills.
• Excellent command of English and Dutch, both written and spoken.

Desirable qualifications and competencies:

• Master’s degree in Business or Agricultural Research Administration.
• Experience in an agricultural research-for-development context and/or in an international working environment.
• Knowledge of French.

Skills & abilities:

• Strong ability to co-ordinate, prioritize and organize workload, solve problems and work under pressure, with attention for detail and accuracy.
• Considerable judgment and initiative, ability to work independently with minimal supervision within assigned areas, but also participate as a team member in accomplishment of duties.
• Strong interpersonal and teamwork skills; courtesy, tact and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.
• Positive attitude and strong service orientation.

Compensation: The salary range starts from Euro 33,985 per annum and will be prorated for the part-time position. Bioversity’s remuneration package includes a competitive salary, leave provisions, medical and life insurance, and non-contributory retirement plan. As this is a locally recruited position, relocation costs are not covered. The salary is exempt from Belgian income tax. The contract will be for a period of two years subject to a probationary period of six months.

To Apply

Please click "Apply on Company Website" below to apply no later than May 31, 2017. Please note that in the application you are required to provide the contact details (address, telephone number and e-mail address) of at least three referees, which Bioversity will contact for short listed applicants.

~ Bioversity is an equal opportunity employer and strives for staff diversity. ~