senior assistant - Administrative coordinationInternational Rice Research Institute

About IRRI
The International Rice Research Institute (IRRI) is the world's premier research organization 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
IRRI Tech Transfer (ITT) accelerates the Institute's global impact through public-private partnerships. Collaborations with companies and organizations hasten the development and dissemination of innovations, contributing to achieving the global SDGs. ITT engages with the private sector by facilitating membership in IRRI R&D consortia, bilateral agreements on intellectual properties, and the delivery of IRRI services for the private sector. ITT performs its activities in accordance with IRRI Intellectual Property and Commercialization Policy and with the CGIAR Principles on the Management of Intellectual Assets.
Under the supervision of the IP Specialist, the Senior Assistant leads secretarial and administrative activities, including: Unit Head's calendar management, meetings and teleconference organization, ITT events organization, logistics for international and local travels, and follow-up.
Other tasks include:
Maintain ITT databases (Salesforce, OCS, Dashboard, NDA files etc.), manage routine information correspondences
Prepare correspondences and other documentation (including ITT presentations) both with IRRI internal and external partners
Manage team meetings and ensures timely monthly reporting of ITT team members
This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.
Current IRRI staff are encouraged to apply and will be prioritized.
Roles and Responsibilities
Coordinate secretarial and administrative activities which includes the monitoring and maintenance of the daily calendar of activities, preparation and organization of team meetings, internal and external stakeholder meetings, workshops and conferences both in the local and national level
Manage the ITT-related databases and reporting e.g. Dashboard, ITT Monitoring Sheets, ITT Agreement Masterfile, ITT Pipeline, OCS and Salesforce and prepare routine information
Manage ITT filing systems and assist in record management (e.g. compilation of ITT-led agreements and other documents)
Review and duly respond to inquiries and letters by composing routine documents and correspondences including formatting and writing of standard letters, memoranda and electronic emails
Manage travel and other logistical arrangements for the ITT team including ticketing, passport and visa processing, cash advances, accommodation and transport requirements and other travel-related processes and documents;
Handle on-line systems, procedures, administrative clearances and facilitate procurement of equipment, office and other supplies; and payment to partner law firms, etc.
Act as the ITT focal person for visitors, effectively liaise with internal and external IRRI stakeholders and provide timely, accurate and smooth flow of information and appropriate communication
Notify and manage meetings and appointments for the ITT team and other colleagues
Coordinate logistics for trainings, meetings, conferences and workshops within and outside IRRI
Work closely with relevant IRRI service units e.g. Finance, PMO, Legal, Purchasing, Transport, Advocacy & Branding, IRRI Education, among others) to ensure timely and smooth flow of requests and information.
Drafts minutes of meetings (including team meetings), ensuring quality and accuracy of information at all times
Ensure timely receipt of monthly reports from team members and submission to ITT Head
Duly update and manage ITT-related documents and reports, both online and offline, ensuring ease of access to relevant information and data
Maintain smooth and accurate flow of information and appropriate communication within the ITT team
Qualifications
Bachelor's degree or equivalent in Administration, Communication or related field, with one (1) year of relevant work experience; or
Minimum of five (5) years of Personal Assistant and administrative work experience in an international organization
Skills Required
Mandatory
Good practical knowledge of MS Office (Word, Excel, PowerPoint)
Very good oral and written communication skills, communicates status of work in a timely manner
Good interpersonal and communication skills in an international environment
Good organizational skills
Preferred
Has experience with OCS & Salesforce
Has notions of accounting
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