N-26-21 Finance and Administration Assistant

TheInternational Potato Center (CIP) is looking for one (1) Finance and Administration Assistant to provide essential support and coordination to the CIFOR-ICRAF operations and the IKI-EUDR project in Lima, Peru.

About CIFOR-ICRAF: More than a research institute—it is a hub of the brightest minds working together to develop nature-based solutions for forested and tree-based landscapes. We collaborate with governments, academia, civil society, and the private sector to address five major global challenges: deforestation and biodiversity loss, the climate crisis, the transformation of unsustainable food systems, unsustainable value and supply chains, and extreme inequality.

About the position: This role is designed to ensure the smooth execution of daily office functions, focusing on financial processing, travel coordination, and administrative logistics. The successful candidate will support the IKI-EUDR project, ensuring compliance with donor regulations (European Union) and institutional standards, while facilitating the operational needs of our scientific and technical teams in the field.

Key responsibilities:

• Coordinate domestic and international travel arrangements, including flights, accommodation, transport, visa requests, and travel documentation for staff, consultants, and participants.
  
• Support the organization of events and workshops, including venue coordination, catering, participant logistics, and follow-up on pending activities.
  
• Prepare, organize, and follow up on supporting documentation for payments, expense claims, petty cash, consultancy processes, and online submissions in compliance with organizational procedures.
  
• Gather and submit required documentation for consultancy hires, including onboarding forms and supporting documents, through relevant organizational systems in a timely manner.
  
• Monitor advances, pending documentation, and contract expiration dates, and escalating issues to the Analyst as needed.
  
• Provide day-to-day office administrative support, including correspondence, filing, scanning, office supplies, and coordination of IT and equipment requests.
  
• Coordinate with IT for the setup of corporate email accounts, assignment of electronic devices, and related onboarding support for new staff and consultants.
  
• Maintain organized, secure, and updated physical and electronic records, databases, contact lists, and filing systems.
  
• Draft routine correspondence, invitation and participation letters, and manage incoming and outgoing communications with staff, partners, government authorities, and service providers.
  
• Liaise with internal and external stakeholders to follow up on requests and ensure timely coordination of administrative processes.
  
• Ensure compliance with applicable CIFOR-ICRAF and CIP institutional policies, procedures, and administrative requirements in all assigned activities.