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Senior Officer - Administrative Coordination

Posted by: International Rice Research Institute

Posted date: Apr-05-2018

Location: Varanasi, Uttar Pradesh, India

 About IRRI

The International Rice Research Institute (IRRI) is the world’s premier research organization 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, non-profit, 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.
Job Purpose

Under the minimal supervision of the Senior Scientist 1, coordinate and monitor activities related to the administrative functions including managing calendar, day-to-day activities in the office, scheduling appointments, coordination between technical and administrative units to maintain regular research support and supplies, and managing databases and records. Independently compose and edit correspondence and documents. Maintain flow of information within all related units/projects. Analyze, verify and monitor incoming and outgoing postal documents and other materials. Manage operational funds of the projects and capital equipment budget and share regular reports. Manage logistic support systems of the center – domestic & international travels, national/international workshops, conferences and trainings. Attend high level meetings; interpret, record, draft and distribute minutes of said meetings. Compile and edit reports/ publications. Independently Coordinate logistical activities for high level unit, division or institute events.
This position will support day to day administrative and finance related work of various IRRI projects including CSISA, and ISARC.  CSISA proposes to continue the strong emphasis on ensuring that partners in the public and private sector are better poised to contribute to change on a sustaining basis by addressing areas of systemic weakness. ISARC will host multidisciplinary research and extension programs and laboratories with varied agenda, deliverables and stakeholders. Incumbent should possess good experience to provide strong administrative support to various projects/units and partners in the public and private sectors are better poised to contribute to the success of research programs.
This position will be based at the IRRI India Office in Varanasi.

Current IRRI staff are encouraged to apply and will be prioritized.
Roles and Responsibilities

Purpose
  • Coordinate and monitor activities related to the administrative functions of the unit/project
  • Manage event calendar and assist scientists/officials in the day-to-day management of office activities
  • Resolve administrative coordination issues arising from multiple sources, including funding, equipments, consumables, research/operational supplies in timely manner
  • To manage and monitor research and office supplies and any other inventory within established supply budget and necessary approval.
  • Coordinate complex unit/project initiatives, including funding proposals and high level visits
  • Monitor operational fund flow of the units/projects
  • Manage logistic support system – domestic/international travels and visits to multiple constituencies
  • Manage events – national/international workshops, conferences and trainings
  • Manage data, records and filing system
  • Provide suggestions for improvements of aspects related to the day-to-day operations of a unit/project
Engagement
  • Serve as focal points for all administrative support services
  • Schedule unit/project appointments and meetings
  • Liaise and coordinate with partners and unit/project team for smooth operation of activities
  • Independently follow up on important decisions made in OU/project meetings
  • Respond to inquiries requiring a broad understanding of policies, procedures and technical work of unit/project
  • Manage domestic and international travel of IRRI Officials/partners for participation in ISARC programs/events
  • Monitor research and operation supplies with all units/project teams and raise purchase request for approval
  • Coordinate with the procurement team to identify service providers/vendors for various services and supplies, negotiate rates, and prepare business case and contract for approval.
  • Coordinate arrangements for organizing workshops, meetings, trainings and monitoring visits
  • Independently compose and edit correspondence, documents, including minutes of the meeting, proceedings, letters of agreement, contract, business case, job profiles etc.
  • Manage databases and records (ensure records are up to date and accurate) and analyze data for recommendation
  • Monitor allocation and utilization of operational funds of the Unit/project and capital equipment budget and ensure implementation of full-cost recovery procedures
Delivery
  • Strengthen linkages with units/projects teams, IIO, HQ and partners
  • Prepare MOM, LOA, Contracts, Business case, Job Profile etc.
  • Maintain stock of research and operational supplies. Initiating purchase will be through procurement team
  • Manage maintenance of office premises, Farm and equipment and prepare/renew annual contracts
  • Coordinate with Logistics Manager to ensure travel arrangements including domestic/international ticketing, visa, hotel accommodation, transportation etc.
  • Provide support in organizing workshop, meetings, training and monitoring visits
  • Compile and collate information and reports related to project activities
  • Independently monitor the operational budget of the unit/project, prepare/check budget reports and consolidate budget requests
Qualifications

Bachelor’s degree in Business Administration, Management, Communication, Agriculture, Science, Commerce with minimum 5 years of relevant work experience in office administration, data management,  coordination, project management or related field; or
Master’s degree in Business Administration, Management, Communication, Agriculture, Science, Commerce with minimum 3 years of relevant work experience in office administration, data management,  coordination, project management or related field
Skills Required

Mandatory
  • Has excellent interpersonal and oral & written communication skills
  • Has advanced organization skills
  • Has advanced computer skills e.g. MS Word, Excel and PowerPoint
  • Has excellent multi-tasking skills
Preferred
  • Has experience working with an agricultural research institute
  • Has experience working in an international environment
Allowances

House-Rent Allowance IRRI provides a house rent allowance of 40% of base pay per month.
Transport Allowance A monthly transport allowances are provided to NRS as follows:
Job Level 4-5: INR 4,000
Dearness Allowance One hundred and thirteen percent (113 %) of employee’s base pay
Leave Travel Allowance (LTA) One month base pay per annum1, on availing minimum 2 days of annual/home leave
Education Allowance INR 1,000/- per child per month

To apply

Please visit:

http://irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPos tingID=891&nPostingTargetID=1714&mask=ir riext&lg=EN
Job Title Senior Officer - Administrative Coordination
Post Details
Email n.tokas(at)irri.org
Employer's Website http://
Category
Job Discipline Job Discipline -> Other
Job Classification Job Classification -> Other
Job Type Job Type -> Full-time
Location Varanasi, Uttar Pradesh, India
Key Words Coordination, Administration, Logistic, Vendor Management
Start Date 01/05/2018
Salary 35700 - 74300 INR per Month
Deadline Apr-22-2018