M25134 Administrative Coordinator, Hospitality

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

For more information, visit cimmyt.org

CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Hospitality administrative coordinator to work in the H Department.

The positions will be based at CIMMYT’s headquarters in Texcoco, near Mexico City.

Specific duties:

Finance activities

• Plan, design, execute, and monitor the activities of the Hospitality budget in coordination with the Hospitality manager. To be part of the Institutional yearly Budget Process (revenues, administration and operational expenses, CAPEX, etc.).
• Present reports, analyses, progress updates, and/or status of the budget and balance up to date of the projects, as required by the program.
• Provide administrative guidance and support to involved staff, ensuring compliance with the financial requirements.
• Be responsible for the petty cash, supervise the laundry and souvenir shop corner income.
• To be focused on cost accounting, indirect cost and cost allocations.
• Oversee the Budget and Financial analysis of the Hospitality operations
• Monthly monitoring of expenses (Budget vs Actuals) and controlling the bigger variations to avoid over-expenditure at the end of the year.
• Prepare and send monthly and quarterly financial management information and reports and forecast for the rest of the year.
• To prepare the Budget versus actuals monthly comparison and analysis, and variation explanations.
• Work closely with different areas through the organization to obtain the necessary information for budget analysis.
• To support financial information and Reporting Manager activities.
• Respond to ad hoc request for financial information

Procurement and administrative activities

• Provide all administrative and logistic support to the team to ensure timely completion of activities.
• Review vendor invoices and bills prior to submitting to supervisor/ finance.
• Organize and maintain efficient archive systems for the office, including subject files and/or cross references.
• Assisting in the planning and forecasting of inventory needs.
• Conduct procurement in-country to ensure effective and efficient management of the office, in line with CIMMYT’s policies.
• Coordinate and validate the tracking of procurement procedure to ensure the fulfillment of assigned tasks and project objectives.
• Manage and ensure payments are made accurately. Guarantee prompt payments to vendors, staff advances, and claims.
• Support the administration of vehicles.

Requirements

• Bachelor’s degree in accounting or finance.
• The selected candidate must have 5 years in finance, Accounting, Budget, Forecast, Expenses Analysis.  
• The selected candidate must have experience in costing-based activities, production and services.  
• The selected candidate must have knowledge of financial systems, ERP, MS office, Managing large databases, data extraction methods, report presentation and analytical skills.
• Demonstrated experience in the preparation of relevant and timely financial management information including the use of visual information.
• Strongly developed analytical skills and the ability to identify financial trends.
• Advance in excel skills.
• Ability to work independently, to prioritize and to plan.
• Proactive and flexible, able to deal with conflicting priorities and deadlines.
• Strong customer service orientation.
• Excellent communication skills and a high level of attention to details.
• Proficiency in English and Spanish, with good written / oral communication. The candidate should score a minimum of B2.
• Ability to work with different nationalities, under pressure and as a member of diverse work team.
• The candidate must exhibit a sense of urgency and commitment to his responsibilities and deadlines

Benefits

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).