JOB DESCRIPTION

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 International Rice Research Institute (IRRI) is an independent, non-profit and world’s premier research organization dedicated to abolishing poverty and hunger among people and populations that depend on rice-based agri-food systems. Through our work and partnerships, we aim to improve the health and welfare of rice farmers and consumers; promote environmental sustainability in a world challenged by climate change; and support the empowerment of women and the youth in the rice industry. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa.

This position will report to the Manager – Programs and Coordination, ISARC. With the minimum supervision of the supervisor, the incumbent will be assisting in day to day administrative support to the admin and program management team to ensure efficient operation of the office.
S/he will provide supports to through a variety of tasks including scheduling meeting, drafting communication, making logistic arrangements for staff and visitors, maintaining filing, records, confidential and time sensitive material. S/he will closely work with IRRI finance team at Delhi and HQ for day-to-day office operations

This position will be based at the IRRI India Office, Varanasi, India and may only be filled by permanent citizens of the India.

Roles and Responsibilities

Coordinate and monitor activities related to administrative functions of the office including programs at ISARC
Provide secretarial support to the Director office and Admin & Program Management team
Coordinate and manage logistic support services for ISARC and visitors
Assist in organizing training, workshops, meeting and visits
Facilitating hiring and contract extension requests
Maintain office filling system – office records, confidential and time sensitive material, reports etc.
Coordinate with various teams at ISARC – Admin & Program Management, programs & labs, and CO office and HQ teams
Liaise with travel & transport agencies, hotels, embassies, suppliers & service providers etc.
Sustain linkages with the stakeholders – government departments & SAUs, project partners, NARES, public-private organizations and donors
Organize and schedule appointments and meetings
Coordinate with ISARC team for day to day administrative matters and logistic support
Handle confidential & time sensitive matters with utmost care
Draft letters, minutes of meetings and other communications
Develop a robust database of stakeholders – government officials, donors, project partners, NARES and public-private organizations
Provide General support to visitors – Greet and assist visitors to the office.
Make domestic and international travel arrangements for ISARC/IRRI staff and visitors
Assist in organizing the national/international trainings, workshops, visits etc.
Provide support in HR related matters – preparing staff database, staff hiring, contract extension, exist clearance, conducting
interviews, seat and asset allocation to new staff
Develop and maintain computerized and manual filing system – maintain office records
Manage the ISARC Vehicle fleet and drivers/vehicle engagement – assigned duties, prepare & maintain duty roster, timely vehicle servicing and insurance

Qualifications

Bachelor degree in any discipline with 2-3 years of relevant experience

Skills Required

Mandatory:

Knowledge of office management systems and procedures
Excellent time management and ability to multi-task and prioritize work
Excellent written and oral communications
Strong organizational and planning
Proficient in MS Office
A good team player

Preferred:

Experience of working in agriculture based organization

RRI 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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements