Asistente Administrativo de Flotilla

Job Posting Organization:
CIMMYT, the International Maize and Wheat Improvement Center, is a pioneering international non-profit organization dedicated to addressing tomorrow's challenges today. Established to enhance the quantity, quality, and reliability of production systems for staple cereals such as maize, wheat, triticale, sorghum, millet, and associated crops through applied agricultural science, particularly in the Global South. CIMMYT builds strong partnerships to improve the livelihoods and resilience of millions of resource-poor farmers while working towards a more productive, inclusive, and resilient food system within planetary boundaries. The organization operates in multiple countries, focusing on agricultural research and development to ensure security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security and sustainable agricultural practices.

Job Overview:
The position of Asistente Administrativo de Flotilla at CIMMYT is designed for a dynamic, autonomous, and service-oriented individual who will provide administrative, financial, and operational support to the Fleet Management Unit. The role is crucial for ensuring the proper administration of processes related to the vehicle fleet, which includes billing for services, managing the vehicle lifecycle, financial control, regulatory compliance, asset management, and coordinating operations. The assistant will contribute to the efficient provision of transportation services, ensuring adherence to institutional policies, financial controls, and established procedures for fleet management. This position is based at the El Batán headquarters in Texcoco, Mexico, which is conveniently located 45 minutes from Mexico City.

Duties and Responsibilities:
The Asistente Administrativo de Flotilla will be responsible for a variety of tasks including: analyzing, integrating, and issuing income policies for executive transportation services and internal service charges, ensuring correct cost allocation to the respective ICCs and users; managing administrative procedures for the vehicle fleet at the headquarters, experimental stations, and hubs, including registrations, deregistrations, license changes, payment of fees and taxes, permits, and other necessary actions for regulatory compliance; administering and controlling documentation related to TAT balances, ensuring proper integration, reconciliation, and availability for audits; preparing documentation for the deregistration of vehicles in the fixed asset system, including internal sales, external sales, and compensation for accidents; drafting and following up on CAPEX purchase approval requests according to the operational needs of the Fleet Management area; providing operational support for fleet management activities and serving as backup for the team when necessary; maintaining an updated master database of vehicle assignments, ensuring the integrity and accuracy of information; coordinating and managing the necessary documentation for various vehicle-related procedures, ensuring completeness and currency; coordinating with the Human Resources department for the registration and follow-up of new employees requiring authorization to drive institutional vehicles, including evaluations and driving tests; managing and safeguarding physical and digital files in the area, ensuring proper documentation control and invoice integration; and performing other activities and special projects assigned by the immediate supervisor.

Required Qualifications:
Candidates must possess a Bachelor's degree in Administration, Logistics, Supply Chain, Finance, Accounting, Industrial Engineering, or a related field. A minimum of 3 years of experience in fleet administration, logistics, administrative operations, or related areas is required. Proficiency in ERP systems (SAP, Oracle, or similar) and advanced Excel skills are essential. Knowledge in fleet management, asset control, purchasing, and budget tracking (CAPEX) is desirable. Candidates should demonstrate strong organizational skills, analytical abilities, attention to detail, and the capacity to manage multiple priorities. Excellent communication skills, a service-oriented mindset, teamwork, and integrity are also crucial for this role.

Educational Background:
The educational background required for this position includes a Bachelor's degree in relevant fields such as Administration, Logistics, Supply Chain, Finance, Accounting, Industrial Engineering, or a closely related discipline. This educational foundation is essential for understanding the complexities of fleet management and administrative operations.

Experience:
The position requires a minimum of 3 years of relevant experience in fleet administration, logistics, or related administrative operations. This experience is vital for effectively managing the responsibilities associated with the role and ensuring compliance with organizational standards and regulations.

Languages:
While the job description does not specify mandatory languages, proficiency in Spanish is likely essential given the location and nature of the work. Knowledge of English may be considered an asset, particularly for communication with international partners and stakeholders.

Additional Notes:
CIMMYT offers an attractive compensation package along with support for professional development. In addition to benefits mandated by Mexican law, the package includes a Christmas bonus (40 days), vacation premium (56%), vacation days (15 days), grocery vouchers, and social security benefits (IMSS, SAR/Infonavit). Additional benefits include life insurance and funeral expenses coverage. Employees also have access to an employee cafeteria, amenities such as a gym, swimming pool, and soccer fields, and transportation services between Mexico City and Texcoco.