Hospitality administrative coordinator

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

Source: https://apply.workable.com/cimmyt-1/j/A654AFEEC1/