senior assistant - Administrative coordinationInternational 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 Manager of Engagement, assist in the coordination of secretarial and administrative activities including monitoring and maintaining daily calendar, scheduling appointments, meetings and teleconference organization, unit's events organization, logistics for international and local travels, and following up on requests. Maintain unit databases and gather routine information and verify and check routine correspondence. Maintain flow of information within team. Draft routine responses to regular queries and letters. Schedule meetings and visits of collaborators. Monitor budget and expenditure statements from established budgets and follow up on any discrepancies. Provide routine logistical and general administrative support.
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
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
Schedule appointments and meetings
Respond to routine inquiries
Process and follow up on requests related to OCS, meetings, visits requests, events, and materials for publications
Manage the unit's databases and reporting e.g. Dashboard
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 unit's 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
Act as the unit's 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 unit's team and other colleagues
Coordinate logistics for trainings, meetings, conferences and workshops within and outside IRRI
Work closely with relevant IRRI units to ensure timely and smooth flow of requests and information
Draft 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 Unit's Head
Duly update and manage Comms-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 Comms team
Qualifications
Bachelor's degree or equivalent in Business Administration, Management, 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
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