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
The Senior Assistant will provide overall day-to-day secretarial and administrative support to the Seed Health Unit Manager and other staff including scheduling of meetings and appointments both in the local and international scale, filing documents, arranging, updating, and maintaining inventory of office and lab supplies. Act as the focal person for visitors, effectively liaise with both external and internal stakeholders and provide timely and smooth flow of information and appropriate communication within groups. Monitor the accounting of budgets for both core and grants to ensure an up-to-date record. Facilitate and coordinate filing of application for Sanitary and Phytosanitary Clearance to the BPI-PQS and preparation of Phytosanitary Certificate, commercial invoice, waybills, etc. Manage database for Import Requirements, Inventory of office and lab supplies, and Online tracking of outgoing seed shipments. Proper maintenance of important documents of the unit for easy retrieval of data.
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
Provide secretarial and administrative activities of including monitoring and maintenance of the daily calendar of activities, assignments, meetings and appointments both in the local and national scale, and coordinates with HR regarding attendance matters
Review and duly respond to inquiries and letters by composing routine documents and correspondences including formatting and writing of standard letters and memorandums
Manage filing of Sanitary and Phytosanitary Clearance (SPSC) to the Plant Quarantine Service (PQS) including coordination with OU key Persons regarding required documents, coordination with PQS regarding List of importables and other requirements, and payment of corresponding fees for Phytosanitary Certificate
Handle on-line systems, procedures, administrative clearances and facilitate procurement of laboratory/office equipment and supplies
Manage travel and other logistical arrangements for the SHU Manager and staff, and incoming and outgoing visitors related to the unit's activities, including ticketing, passport and visa processing, cash advances, accommodation and transport requirements
Provide inputs on the documentation of unit's SOPs
Act as the focal person for visitors, effectively liaise with both external and internal stakeholders, and provide timely and smooth flow of information and appropriate communication within groups
Notify and manage meetings and appointments for all the staff and coordinate logistics for trainings, meetings, workshops and conferences inside and outside IRRI
Provide routine responses to general queries regarding workflows, application of Sanitary and Phytosanitary Clearance, status of seed requests, required accompanying documents
Coordinate with SHU-DSI sub group and IRRI Mailroom and Shipping office in the dispatch of seed shipments for preparation of reports and for tracking purposes
Monitor the accounting of budgets for both core and grants to ensure an up-to-date record and duly notify the OU Manager and fund accountant for any discrepancies, initiate reclassification of expenses and realignment of funds as needed
Process requests related to IT, work orders, meetings, visit requests, inventories and material requests related to seed health testing operations and request for personnel
Maintain databases, filing systems, data records both in online (OCS) and offline to ensure ease of access to relevant and important information (i.e. quarantine requirements, shipment tracking, documents and record information of seed shipments, contact details of SHU staff) for easy retrieval of data
Prepare dispatch papers of seed requests (commercial invoice, waybills, labels, etc.) and compile data for timely submission of reports (i.e. seed requests dispatch, visits, monitoring)
Prepare Phytosanitary Certificate and provides needed information to the Plant Quarantine Officers in line with the phytosanitary certification and post entry clearance processes
Manage petty cash fund and corresponding liquidation balance summary of the debit transactions made to BPI and Intercommerce Accounts for replenishment
Qualifications
Bachelor's Degree in Business Administration, Management, or Secretarial Course and minimum of 3 years relevant working experience
Skills Required
Mandatory
Has excellent knowledge in MS Office (Word, Excel, Access, Powerpoint)
Has good oral and written communications skills
Has good interpersonal skills
Has good organizational skills
Has good typing skills (using electric typewriter)
Preferred
Has working knowledge on database management/administration
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