Senior Assistant - Administrative Coordination

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.

• 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

• 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

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.