officer - regional Operations coordination (sea-irri)International Rice Research Institute

About IRRI
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 Purpose
Under the general supervision of the Breeding Operations Unit Manager, coordinate and monitor activities related to the operations support functions of the Breeding Resources Initiative and Breeding Operations including research service request coordination, managing events logistics, scheduling meetings, arranging travel plans and responding to inquiries. The position will also provide secretarial and administrative assistance to ISL (GQNSL and GSL) as Front Desk Officer and Quality Management Assistant, ensure timely implementation and execution of activities, as well as monitor the full cost recovery of the ISL, and prepare Letter of Agreements (LoAs) and other contracts as required. The position is expected to take initiative to create, maintain and update databases and filing systems; independently gather information from multiple sources; draft, prepare and process documents; maintain flow of information and appropriate communication with other teams; prepare budget reports and consolidate budget requests; draft minutes of meetings, prepare the design of presentations when requested; and provide logistical support to the organization of OU-wide/Division-wide or Institute-wide events.
This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.
Roles and Responsibilities
Manage logistics and budget for meetings, travels, trainings, workshops and conferences inside and outside IRRI
Review, coordinate and duly respond to inquiries and communications, effectively liaise with external stakeholders and provide timely and smooth flow of information and appropriate communication within groups
Act as Front Desk Officer and Quality Management Assistant, monitor full cost recovery, budget and expenditure statements and ensure timely implementation and execution of activities
Review and maintain database of service providers and monitor if services adhere to set terms
Act as the focal person for visitors
Draft reports, minutes and transcripts ensuring quality and accuracy of information at all times
Monitor purchases of the BOM and ISL team from date of request until delivery of the requested items
Work closely with relevant service units
Coordinate with the Accountant in-charge for the FTE of each staff to get a clearance for renewal / extension
Process boarding of incoming scholars, interns, OJTs through IRRI Education
Check the status of the traveling staff's Smartsheet to ensure the travel is approved prior to trip and coordinate with Marsman for the flight bookings and to inquire for the visa details if needed
Communicate with transport for arranging airport transfers, transport needs for local travel to experimental sites outside IRRI, etc.
Communicate with Accountant-in-Charge, with coordination from the CL & Leads, for re-alignment or reclassification of budget funds
Ensure team members to utilize wisely the remaining budget for the year-end by reminding them of the cut-off dates of procurement
Notify each GRS/NRS, who requested for any item, of the delivery schedule of their requested item/s
Send timely follow-ups for payment of invoices for the ISL and BOM and provide updates on the shared drive for Receivables
Organize BRI and Breeding Operations-related events- travels, virtual and non-virtual meetings, seminars, workshops, trainings, etc.
Monitor the accounting of budgets for BRI, BOM and ISL (GQNSL and GSL) to ensure an up-to-date record
Maintain the flow of information and appropriate communication within the team and with other teams
Take initiative to monitor and manage incoming and outgoing correspondence/documents and ensure confidentiality
Coordinate visits and activities with collaborators (e.g. scholars, trainees, IRRI Country Offices, private companies, NARES, etc.)
Provide logistical support to the organization of OU-wide/Division-wide or Institute-wide events, this includes sending of invitations, programs, collection of materials/presentations, selection of venue, arrangement of accommodations, local travels, etc.
Facilitate orientation of scholars and trainees attending defined events
Qualifications
Bachelor's degree related to Business Administration, Office Administration, Management or related field; or
Minimum of five (5) years of administrative work experience in an international organization or related work
Skills Required
Mandatory
Good practical knowledge of MS Office (Word, Excel, PowerPoint)
Has strong interpersonal, oral and written communication skills
Good interpersonal and communication skills in an international environment
Good organizational skills and multitasking skills
Good practical knowledge of MS Office (Word, Excel, PowerPoint)
Preferred
Has experience working with an agricultural research institution
Has experience working in an international environment
IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances. Join our team and be part of our story!
Please note only shortlisted candidates will be contacted.
This position will remain open until filled.
International Rice Research Institute

Philippines
Permanent
Full-time