Administrative Coordination Calendar Management

4 weeks ago

Manila, National Capital Region, Philippines International Rice Research Institute Full time


Job Description

Description

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Under the supervision of the FFGR Research Unit Manager, FFGR Manager-Program Coordination, and RBI Senior Officer Administrative Coordinator, the Senior Assistant leads secretarial and administrative activities, including Unit Head's Calendar management, meetings and teleconference organization, FFGR events organization, logistics for international and local travels, purchasing and follow-up of orders for supplies and equipment of the team, and extend assistance to all staff for smooth operations of the day-to-day activities of each unit in the FFGR cluster.

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 include 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 at the local and national levelManage team meetings and ensure timely submission of monthly reporting of FFGR team membersReview and duly respond in a respectful and timely manner to inquiries and letters by composing routine documents and correspondences including formatting and writing of standard letters, memoranda, and electronic emails.Manage efficiently the travel and other logistical arrangements for the FFGR team including ticketing, passport and visa processing, cash advances, accommodation and transport requirements, and other travel-related processes, and documents (liquidation and travel reports) Handle online systems (AADC approval, OCS requests, etc.), procedures (renewal of staff, consultant application, overtime of staff, etc.), administrative clearances, and facilitate procurement of equipment, office, field/screen house, laboratory, and other supplies.Assist in receiving/handling visitors of the FFGR unit visiting the International Rice Genebank, field, screen house, and container greenhouse, and responsible for obtaining information from the visitors.Act as the FFGR focal person for visitors, effectively liaise with internal and external IRRI stakeholders, and provide a timely, accurate, and smooth flow of information and appropriate communicationNotify and manage meetings and appointments for the FFGR team and other colleaguesCoordinate logistics for training, meetings, conferences, and workshops within and outside IRRIWork closely with relevant IRRI service units (e.g. Finance, PMO, Legal, Purchasing, Transport, Communication & Branding, IRRI Education, among others) to ensure timely and smooth flow of requests and information. Drafts minutes of meetings (including supervisors'/ team meetings), ensuring quality and accuracy of information at all timesEnsure timely receipt of monthly reports from team members and submission to FFGR HeadDuly update and manage FFGR-related documents and reports, both online and offline, ensuring ease of access to relevant information and dataMaintain efficient, smooth, and accurate flow of information and appropriate communication within the FFGR team

Qualifications:

High School graduate with at least 5 years of relevant work experience or College Undergraduate (at least 2 years) with 3 years of relevant work experienceBachelor's degree or equivalent in Management, Administration, Communication or related fieldMinimum 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 communicate the status of work in a timely mannerGood interpersonal and communication skills in an international environmentGood organizational skills

Preferred:

Has experience with OCSHas notions of accountingHas a stable and calm personality, and creates a friendly environment for fellow workers

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