Junior Officer-Administrative Coordination

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About the Organization

The International Rice Research Institute (IRRI) is dedicated to reducing poverty and hunger through rice science; improving the health and welfare of rice farmers and consumers; and protecting the rice-growing environment for future generations. IRRI is an independent, nonprofit, research and educational institute, founded in 1960 by the Ford and Rockefeller foundations with support from the Philippine government. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa, and over 1,000 staff.

Working with in-country partners, IRRI develops advanced rice varieties that yield more grain and better withstand pests and disease as well as flooding, drought, and other harmful effects of climate change.

Job Description

The International Rice Research Institute (IRRI) is an independent, non-profit and world’s premier research organization dedicated to abolishing poverty and hunger among people and populations that depend on rice-based agri-food systems. Through our work and partnerships, we aim to improve the health and welfare of rice farmers and consumers; promote environmental sustainability in a world challenged by climate change; and support the empowerment of women and the youth in the rice industry. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa.

This position will report to the Manager – Programs and Coordination, ISARC. With the minimum supervision of the supervisor, the incumbent will be assisting in day to day administrative support to the admin and program management team to ensure efficient operation of the office.

S/he will provide supports to through a variety of tasks including scheduling meeting, drafting communication, making logistic arrangements for staff and visitors, maintaining filing, records, confidential and time sensitive material. S/he will closely work with IRRI finance team at Delhi and HQ for day-to-day office operations

Job Responsibilities

• Coordinate and monitor activities related to administrative functions of the office including programs at ISARC
• Provide secretarial support to the Director office and Admin & Program Management team
• Coordinate and manage logistic support services for ISARC and visitors
• Assist in organizing training, workshops, meeting and visits
• Facilitating hiring and contract extension requests
• Maintain office filling system – office records, confidential and time sensitive material, reports etc.
• Coordinate with various teams at ISARC – Admin & Program Management, programs & labs, and CO office and HQ teams
• Liaise with travel & transport agencies, hotels, embassies, suppliers & service providers etc.
• Sustain linkages with the stakeholders – government departments & SAUs, project partners, NARES, public-private organizations and donors
• Organize and schedule appointments and meetings
• Coordinate with ISARC team for day to day administrative matters and logistic support
• Handle confidential & time sensitive matters with utmost care
• Draft letters, minutes of meetings and other communications
• Develop a robust database of stakeholders – government officials, donors, project partners, NARES and public-private organizations
• Provide General support to visitors – Greet and assist visitors to the office.
• Make domestic and international travel arrangements for ISARC/IRRI staff and visitors
• Assist in organizing the national/international trainings, workshops, visits etc.
• Provide support in HR related matters – preparing staff database, staff hiring, contract extension, exist clearance, conducting
• interviews, seat and asset allocation to new staff
• Develop and maintain computerized and manual filing system – maintain office records
• Manage the ISARC Vehicle fleet and drivers/vehicle engagement - assigned duties, prepare & maintain duty roster, timely vehicle servicing and insurance

Education Qualification/Required Skills & Experience

• Bachelor degree in any discipline with 2-3 years of relevant experience

Skills Required

Mandatory:

• Knowledge of office management systems and procedures
• Excellent time management and ability to multi-task and prioritize work
• Excellent written and oral communications
• Strong organizational and planning
• Proficient in MS Office
• A  good team player

Preferred:

• Experience of working in agriculture based organization

For more information please check the Link

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