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 close supervision of the Manager, provide day-to-day administrative support to the team including database maintenance, filing of records and process internal clearances. Participate in the planning, delivery of short courses and scholarships and respond to requests from clients and perform logistical support to capacity development events; and coordinate backend activities including searching for opportunities and assist in the planning and delivery of successful/approved courses.

Effectively liaise with both internal and external stakeholders and provide timely and smooth flow of information and appropriate communication within the group. Provide day-to-day support to the team including database management, data gathering, filling of records and reports and process requests for the effective delivery of short courses, youth engagements and activities relating to advisory around
capacity development.

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

Support the implementation of short courses, scholarships and youth engagement initiatives and related activities:

• Support the implementation of successful capacity development projects and programs
• Revise/draft award letter templates for sending to short course participants
• Draft course certificates for short courses and scholarships and youth engagement programs using IE standard templates
• Assist in the maintenance of database and records of scholars and trainees for easy retrieval and quick response to data requests;
• Ensure that travel and other logistical arrangements including accommodation and transport requirements are secured during short course operations and implementation of youth engagements in the Philippines
• Handle on-line systems, procedures, administrative clearances, expenditures, and facilitate procurement of equipment and other supplies
• Ensure timely enrollment of short course participants to IRRI’s health and accident insurance
• Process short course participant benefits and disbursement and liquidation
• Process and facilitate requests related to IT account creation, meeting/training venue reservation, visit requests, and ID requests and printing for both short courses and scholarships
• Prepare and format forms and other documents including minutes of the meetings, materials for IRRI selection committee for degree and non-degree scholarships, certificates of completion and other administrative files
• Assist in the preparation of clearances for new and continuing scholars and trainees and revise award letter templates for routing and approval

Liaise with participants of short courses for submission of applications and completion of requirements and follow-up missing documents from scholarship and training applicants:

• Respond to internal requests from support service offices to facilitate arrangements for students (scholars and trainees) (e.g. transportation, accommodations and food, and network and computer access, etc.);
• Coordinate visits and activities with support service office (e.g. Transport, Food and Housing,; arrange orientation schedules and serve as guide for orientation sessions, etc.);

Perform logistical support to events and site visits (e.g. workshops, seminars, training courses, committees and unit-specific special functions), including issuing invitations, venue reservation, and booking for accommodations of participants and guests:

• Monitor and route incoming and outgoing correspondences/documents and ensure confidentiality of information;
• Keep an online record of all documents received;
• Ensure that evaluation forms of scholars and scholar reports are compiled and updated;
• Maintain inventory of assets and request order of basic office supplies
• Prepare welcome kits as well as the registration and reception of new trainees and scholars ensuring they have the necessary supplies (i.e. allowances) and tools (IDs, gadgets and other peripherals etc.), and handle orientation scheduling and visits for all students and trainees
• Maintain databases, filing systems, data records both in online (OCS), draft financial liquidation and expenditure reports, to ensure ease of access to relevant and important information
• Compile and maintain training records (i.e. participants’ info, training documents, receipts, expense reports etc) for the timely updating of summary listings and course reports submitted to the course manager

Qualifications

• BS degree in office administration, communication, or related field or secretary degree with minimum of 2 years relevant work experience in office support and/or office administration

Skills Required

Mandatory

• Has basic knowledge in MS Office (Word, Powerpoint and Excel)
• Good communication and interpersonal skills

Preferred

• Good organizational skills
• 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.