Admin Assistant

CIMMYT requires services of experienced candidate to support administrative duties. Successful candidate will be based in Islamabad and require to perform following duties on regular basis.

1. Coordinate with relevant ministries and embassies for timely issuance and renewal of visas and ensure required documents.
2. Prepare and identify suitable itineraries; follow up with travel agency and staff/trainee/visitors to ensure travel bookings.
3. Make logistic arrangement for all AIP-CIMMYT events within and outside office.
4. Book local and international lodging and transport; prepare per diem, prepare meetings/visitors programs, etc.
5. Process and finalize agreements with hotels, venues and car rentals.
6. Draft and send invitations letters to participants of the events and follow-up for participation
7. Maintain vehicle inventory of office pool and entitled staff members.
8. Maintain database of travellers, visitors, trainees
9. Make sure all meeting aids are in place and working
10. Respond to incoming calls and forward to appropriate telephone line.
11. Send/receive letters and packages; maintain mail in/out register for office
12. Operate fax machine to send/receive fax
13. Register staff in and out time and share information with relevant person
14. Maintain and update central office telephone directory.
15. Process request of office supplies from office staff
16. Liaise with courier companies for pickup and delivery of packages
17. Provide support to CIMMYT project partners and collaborators when needed
18. Other administrative tasks assigned by supervisor

1. MS office, computer, typing etc
2. Able to communicate through email and verbally with multi displinary colleagues
3. Profenciecy in verbal and written English