Job: Assistant to the Board of Trustees

Location: Mexico

Deadline: Monday, 05 August 2013 

Description

We are seeking a dynamic, innovative, self-motivated, and service-orientated professional for the position of Assistant to the Board of Trustees. The position reports directly to the Chairperson of CIMMYT's Board of Trustees and the CIMMYT Director General in support of their official responsibilities. The position is based at CIMMYT's Main Campus (located 45 km northeast of Mexico City, Mexico).

The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not-for-profit research and training organization with partners in over 100 countries. Please refer to our website for more information: www.cimmyt.org

The candidate will take on the main responsibility of coordinating timely preparation of the full set of official documents pertaining to the Board of Trustees, including official minutes of meetings of the full Board, each of the standing committees of the Board and any ad hoc committees that the Board may establish from time to time. The selected candidate will also maintain an archival record of all Board resolutions and decisions. Annual performance will be reviewed by the Director General with input from the Chairperson of the Board.

Specific responsibilities of this position

• Ensure that accurate minutes of meetings are taken, approved and maintained in corporate records in order to understand what issues were discussed and what decisions were made and make these records available when required.
• Ensure that follow-up of action items agreed during the meetings are pursued in coordination with the responsible CIMMYT officer(s).
• Establish communication with CGIAR officers in matters related to the Board of Trustees members (orientation program, directory membership, filing membership profiles, etc.)
• Participate in Board meetings to manage/record agenda items as appropriate.
• Organize and record international teleconference and WebEx conferences as required.
• Contribute to improving efficiency and timelines of board business.
• Facilitate good working relations between board and staff in the conduct of board business.
• Provide assistance to all CIMMYT governing bodies including BISA, CSISA, CRPs, and CIMMYT A.C. This will include coordination of document preparation for the Executive Committee of BISA which meets 3-4 times per year in India.
• On behalf of the Chairperson and the Director General, the Assistant will also:
• Notify trustees of the meetings of the Board, its committees, and other governing bodies in a timely basis;
  • Coordinate the preparation and mailing of meeting documentation duly in advance;
  • Ensure the transmission of interim information of importance to the Board and other governing bodies;
  • Maintain and update the Board Reference Book and all related Board documents and other governing bodies;
  • Assist the Nominating Committee in maintaining a data base of possible future candidates for Board membership;
  • Assist in all logistical arrangements for meetings, including travel for individual trustees at HQ and abroad.
  • Provide full support to the Chair of the Board for travel related arrangements when attending CIMMYT business and donor related meetings.
  • Ensure that the reports, statements, and other documents are properly kept and filed.
  • Research and prepare Powerpoint and other types of presentations for the Chairperson or other members of the Board of Trustees as required.
• Perform any other duties assigned by the Board Chairperson or Director General.
• Serve as an integrated staff member in the office of CIMMYT and provide support as assigned.

We are seeking candidates with the following qualification, skills and attitudes:

• BA/BS degree in Administration, Law or related field.
• At least 5 years' progressive experience in providing support to leadership, project management, and budget management, preferably in an international organization.
• Excellent bilingual skills (English/Spanish), including presentation skills.
• Proficiency in Microsoft Office and advanced internet skills.
• Strong level of cultural sensitivity to understand the needs of all staff and partners.
• High level of responsibility, confidentiality and discretion.
• Ability to work with different nationalities, under pressure, and as a member of a diverse work team.
• Willingness to travel globally.

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 Insurance and Medical Insurance, Supermarket Coupons, Savings Fund, Social Mexican Benefits (IMSS, SAR / Infonavit).

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Women are encouraged to apply.

To apply, email cover letter and CV (in English) no later than Monday, 5 August, 2013 to Human Resources, CIMMYT (Email:nrsrecruitment@cgiar.org / Please indicate position reference number:N13217 in the subject of your email).

Please note that only short-listed candidates will be contacted.

For further information please contact Guillermo Flores,g.flores@cgiar.org