Senior Assistant – Administrative Coordination

Senior Assistant – Administrative Coordination

Job ID: HQ01695
Location: Nepal

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.

Since 1966, IRRI has provided improved germplasms to Nepal contributing to nearly 70% of its high yielding inbred rice varieties developed and released for irrigated and rainfed environments. The partnership has benefitted Nepal in conserving resources with the IRRI Gene bank that is maintaining 3,000 rice accessions from Nepal. In addition to core research and development, IRRI has supported Nepal in building a robust cadre of scientists and agriculturists by training over 313 Nepalese scholars on varied disciplines of rice science and technology, thereby strengthening its in-country capacity. In 1985, the partnership was further enriched by the refinement of research focus and targeting rice production domains for deploying improved rice varieties in rainfed lowland and irrigated areas. Supporting intensive research on agronomy, soil science, plant pathology, entomology and farming system, this collaboration has been instrumental in building the capacity of Nepalese scientists while encouraging technology transfer. Country projects implemented with the technical support of IRRI with improved rice varieties and related technologies, have thus been instrumental in improving farmers

Job Purpose

Under the general supervision of the Interim Country Representative – Nepal, provide overall day to day secretarial and administrative support to the Country Representative and the IRRI Nepal Office team members.
Monitoring daily activity calendar maintaining contact details of staff keeping track of basic office supplies, maintaining filing system and prepare routine responses to regular queries and letters, monitor budget and expenditure statements, staff payroll and make payment to the partners. Monitor and maintain INO Assets, provide logistical support to IRRI staff.

This position is based at Nepal and is open for the permanent residents of Nepal only.

Roles and Responsibilities

• Monitor and maintain daily calendar of activities and assignments of project/country office officials.
• Facilitate requests related to IT, work orders, meetings, visit requests and materials for publications Maintain contact details of all project team and partners.
• Prepare purchase requisition requests for supplies (of project/office, equipment, and other assets)
• Coordinate maintenance of equipment
• Make travel arrangements such as: Prepare Request Authorization of Travel (RAOT’s) Purchase Requisitions (e.g. air tickets) and Travel and Miscellaneous Expenses (T&ME) etc. and process visa applications as necessary and Take minutes of meetings
• Maintain filing systems, assist in record management (compilation and input of data)
• Check and record files and process documents including Purchase Orders, Travel documents, schedule of conferences, visits, trainings etc.
• Maintain data base and gather basic information
• Act as a focal point for visitors when required
• Prepare routine responses to regular queries and letters, compose and edit basic documents, including formatting and writing standard letters, memos etc.
• Distribute received information within the team/office as defined by supervisor
• Assist in lesioning with partners and other units by requesting additional information
• Scheduling meetings and visits of collaborators
• Provide basic logistical support for the participation of staff members in defined events, schedule diverse appointments, meetings and travel arrangements
• Arrange accommodation and facilitate local and international missions including visits
• Budget preparation, maintaining petty cash, process cash advance request. prepare bills and check purchase
• Monitor budget and expenditure statements form established budgets and follow up on any discrepancies
• Coordinate paying INO staff salaries
• Make payment for parties and stakeholders
• Coordinate with IRRI HQ for financial transactions of INO.

Qualifications

Bachelor degree in Business Administration, Management, Account, Commerce, Humanities, Communication or related field with 1 years of relevant work experience;
Or
2 year Secretarial/ administrative course with 3 years of relevant work experience

Skills Required

• Should have basic knowledge of MS Office (Word, Excel, PowerPoint)
• Should have good oral and written communication skills, communicates status of work regularly.
• Should have good interpersonal skills
• Should have good organizational skills

Closing Date: 20-May-2024