Administrative Assistant

Job Posting Organization:
CIMMYT is a cutting-edge, non-profit, international organization that focuses on addressing future challenges in agriculture. Established to enhance the production systems of essential cereals such as maize, wheat, and sorghum, CIMMYT operates primarily in the Global South. The organization is dedicated to improving the livelihoods of resource-poor farmers by fostering partnerships and promoting sustainable agricultural practices. As a core CGIAR Research Center, CIMMYT is part of a global research initiative aimed at achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, reducing poverty, and enhancing nutrition" style="border-bottom: 1px dotted #007bff !important;">food and nutrition security while ensuring the sustainable use of natural resources. The organization is committed to building a more productive, inclusive, and resilient agrifood system within planetary boundaries, impacting millions of farmers worldwide.

Job Overview:
The Administrative Assistant position at CIMMYT is designed to provide essential administrative and operational support to the Hospitality area. The role encompasses a variety of responsibilities, including coordinating service requests, maintaining accurate records, and facilitating communication with residents and users. The successful candidate will be expected to prepare reports and ensure the efficient execution of daily operations within the hospitality services. This position requires a highly organized and service-oriented individual capable of managing multiple priorities in a dynamic environment. The Administrative Assistant will play a crucial role in contributing to the delivery of high-quality hospitality services, ensuring that all operational aspects run smoothly and effectively.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties, including:

• Organizing and maintaining hospitality files and logbooks to ensure accurate record-keeping.
• Supporting the organization and filing of administrative documentation related to hospitality services.
• Preparing daily sales reports using the Mercado Pago terminal for hospitality-related services, including souvenirs and cleaning services.
• Assisting in the consolidation and submission of operational sales data as required.
• Creating and tracking service tickets directed to IT, HR, Legal, Maintenance, Facilities, and other support areas, monitoring ticket progress and updating records until closure.
• Supporting communications to residents and hospitality users regarding important updates through various channels, including email notices and WhatsApp messages.
• Assisting in the creation of visual and informational content for internal and external communication, such as presentations, banners, brochures, and flyers.
• Supporting content updates for the CIMMYT Inside intranet Hospitality section.
• Assisting in the orientation of new users and providing support for hospitality-related inquiries.

Required Qualifications:
Candidates must possess a minimum of 2 years of experience in an administrative or operational support role. Experience in hospitality or service environments is highly desirable. The ideal candidate should have technical studies or a Bachelor’s degree in Business Administration, Hospitality, or a related field, or equivalent experience. Proficiency in MS Office is essential, along with experience in financial/accounting systems such as ERP or SAP, procurement and vendor management, report preparation, and translation skills in English and Spanish. Familiarity with meeting coordination tools like Teams, Zoom, and SharePoint is also required.

Educational Background:
The educational background required for this position includes a technical degree or a Bachelor’s degree in Business Administration, Hospitality, or a related field. Equivalent experience may also be considered in lieu of formal education. Candidates should demonstrate a strong understanding of administrative processes and operational support functions relevant to the hospitality sector.

Experience:
The position requires a minimum of 2 years of relevant experience in an administrative or operational support role. Experience in hospitality or service environments is considered an asset, as it aligns with the responsibilities of the role and the operational context of CIMMYT's hospitality services.

Languages:
Proficiency in both English and Spanish is mandatory for this position, as the role involves communication and documentation in both languages. Additional language skills may be considered beneficial but are not required.

Additional Notes:
CIMMYT offers an attractive remuneration package that includes a year-end bonus equivalent to 40 days of salary, a vacation premium of 56%, life and medical insurance, supermarket coupons, and a savings fund. The organization also provides social benefits in accordance with Mexican Labor Law, including IMSS and SAR/Infonavit. This position is locally recruited and is expected to be full-time.