Operations Senior Coordinator (N-25-10)

The International Potato Center (CIP) is searching an outstanding and experienced candidate as Operations Senior Coordinator for our hosted organization, the Wyss Academy for Nature in the region.

The Wyss Academy for Nature at the University of Bern brings together scientists, business leaders, policymakers, and communities to co-design innovative solutions to pressing, interconnected problems such as climate change, biodiversity loss, land use change, and rising inequality. Our vision is to achieve a just and sustainable world in which nature conservation and human wellbeing reinforce each other. To this end, our evolving institution – comprising four Regional Stewardship Hubs, in Europe, South America, East Africa and Southeast Asia – connects creative minds to jointly research, develop, implement, and empower technical, social, economic, institutional, and policy innovations at the interface of nature and people.

About the role: the selected candidate will coordinate all the administrative and logistical services required for the operation of Wyss Academy in Madre de Dios region, under the guidance and supervision of the Regional Senior Programme Manager. This position also supports in the implementation of the Learning, Monitoring and Evaluation strategy of the Wyss Academy. This position will be based in Puerto Maldonado, Madre de Dios.

Key responsibilities:

Administration and Finance

•        Oversee the budget and financial management of the Madre de Dios Regional Office.
  
•        Coordinate service commissions for the technical team of the Madre de Dios Regional Office using the administrative procedures established by the WA and the CIP.
  
•        Draft institutional letters addressed to public and private organizations from the Madre de Dios Regional Office, in accordance with the WA's communication guidelines.
  
•        Oversee the inventory and maintenance of fixed assets allocated to the Madre de Dios Regional Office.
  
•        Coordinate local activities with the staff assigned to the operations of the Madre de Dios Regional Office, such as the driver and cleaning staff.
  
•        To guarantee and implement full compliance with all financial and administrative procedures from WA and CIP.
  
•        To co-design and implement a monitoring system for technical and financial reports related to the program's progress.
  
•        Maintain Puerto Maldonado staffing data up-to-date in coordination with the WA Regional Admin and Finance Officer and CIP's People and Culture department.
  
•        In conjunction with the Finance and Administrative Official, assist with the development of the proper systems and procedures for record keeping and internal controls of internal processes.
  
•        Preparation of payment requests, reimbursements, rendering, and petty cash management.
  
•        Provide advice on administrative issues to the Puerto Maldonado team.
  
•        Support the Program Manager and Finance and administrative Officer in the assigned tasks.
  

Logistics

•        Manage the administrative aspects of organizing and executing (in-person and virtual) events, including logistics and budgeting, to meet the needs of the Madre de Dios Regional Office and other WA initiatives.
  
•        To be involved in the procurement, travel arrangement, and logistics processes in accordance with operational procedures in CIP and WA.
  
•        Procure goods and services necessary for the operation of the Puerto Maldonado office in accordance with the Wyss Academy's purchasing policy.
  
•        Keep updated the travels and events calendar.
  
•        Monitor the reservation and use of the Madre de Dios Regional Office to schedule work meetings with the WA technical team and partners.
  
•        Monitor the reservation, use and maintenance of the WA vehicle.
  
•        Manage the researchers' house.
  

•        Participate in meetings or external activities in the name of Wyss Academy under the request of the Hub Director or the Regional Programme Manager.
  
•        Comply with applicable health and safety CIP policies and procedures.
  

Requirements

What are we looking for?

•        Bachelor's degree or technical studies in Business Administration, Financial Management, Operations or related fields.
  
•        At least 5 years’ experience performing similar functions, preferably in an environment of international organizations or NGOs.
  
•        Experience creating and managing budgets, grants administration and reporting.
  
•        Proficient in MS Office, especially in Excel.
  
•        Excellent communication and networking skills and fluency in Spanish and English both written and oral.
  
•        Working knowledge of Portuguese and French are an asset.
  
  

Benefits

What are we offering?

• Great career opportunity in an international organization.
  
• Generous compensation package commensurate with experience.
  
• One-year term contract with the possibility of renewal.
  
• Work in an equal and diverse workplace.