N-26-21 Finance and Administration Assistant

International Potato Center (CIP)

The International 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.