Officer – Administrative Coordination

We are looking for:

Officer – Administrative Coordination

Job Purpose:Under the general supervision of the Scientist/Country Office Head, the successful candidate will coordinate and monitor activities related to the administrative functions including managing calendars, scheduling meetings, arranging travel plans, and responding to inquiries. Take initiative to create, maintain, and update databases and filing systems; independently gather information from multiple sources. Draft, prepare, and process documents. Maintain flow of information and appropriate communication with other teams. Coordinate and liaise with national and development partners and other IRRI teams/units. Independently monitor the budget of the Country Office; prepare/check budget reports and consolidate budget requests. Draft minutes of meetings and support the simple design of presentations when requested. Provide logistical support to the organization of Country Office events, relevant visits and meetings.

Qualifications

• Bachelor’s degree related to business administration, administration, management or related field
• Minimum 3 years experience in office administration or related work

Skills Required

• Proficient computer skills e.g. Word, Excel and PowerPoint
• Has strong interpersonal and oral and written communication skills
• Has good organizational skills
• Has good multi-tasking skills

Preferred

• Has experience working in agricultural research and development related activities
• Has experience working in an international environment
• Comfortable handling finances and accounting

Roles and Responsibilities:
1. Coordinate and monitor activities related to the administrative functions of the Country Office and the USAID funded project

• Manage calendar, schedule meetings, and arrange travel plans for the Scientist/Project Manager/ Country Office Head
• Schedule appointments and meetings
• Respond to inquiries requiring a general understanding of policies, procedures, and technical work of the Country Office and the project
• Resolves routine administrative coordination problems in a thorough and timely manner
• Follow up on requests and action points
• Take initiative in coordinating day-to-day operations of staff members such as schedules, availability of resources, travel requests, IT, and meetings
• Independently monitor and maintain office inventory and proactively order office and research supplies; prepare purchase requisition requests for supplies (e.g. office, equipment and/or lab supplies)
• Make travel arrangements following IRRI standards, for IRRI STAFF and visitors/collaborators as requested

2. Documentation and administrative management

• Take initiative to create, maintain, and update  databases and filing systems; independently gather information from multiple sources
• Independently identify the need for, create, and maintain filing systems; ensure Country Office information is easily available, keep records up to date
• Verify and check correspondence and reports and ensure follow-up action is taken

3. Internal/external Communication and Liaison

• Independently compose and edit routine  correspondence and documents, including drafting letters of agreement
• Maintain flow of information and appropriate communication within the Country Office, project team and with other units/staff of IRRI and national and international partners/collaborators
• Take initiative to monitor and manage  incoming and outgoing correspondences/documents, forward them to the correct focal point for action and ensure confidentiality
• Coordinate mass mailings for high-profile events, conferences, and meetings
• Coordinate visits and activities with collaborators (e.g. scholars, IRRI country offices, private sectors, educational institutions, NARES, development agencies, etc.)

4. Budget monitoring and reconciliation

• Manage the petty cash requests, disbursement, and liquidation for the project and office activities
• Independently monitor the budget of the project within Cambodia and Country Office; prepare/check budget reports, and consolidate budget requests
• Assist in the preparation of budgets
• Recommend fund transfer and realignment as needed
• Prepare financial reports (petty cash and bank accounts) for timely submission to the Headquarter

5. Input to documentation and reports

Organize meetings and draft minutes
Support the simple design of presentations when requested
Compile/consolidate reports and monitor timely submission of  reports (e.g. Country Office reports) as needed

6. Event Management    

• Provide logistical support to the organization of the Project and Country Office events
• Provide logistical support to single events (e.g. workshops, seminars, training courses, committees and unit-specific special functions), including issuing invitations, receiving confirmations, assisting with travel, selecting venues, and the preparation of budgets for said events.
• Facilitate the assessment of events

7. Perform any other duties as assigned by supervisor from time to time.

Closing Date: 04 June 2015  


APPLICATION PROCESS

by E-mail: Send your updated resume at  b.hipolito@irri.org with the Position Title on the Subject.

Example: IRRI Cambodia Application: Officer – Administrative Coordination

by visiting our office: Bring a printed copy of your update resume and visit us at Cambodian Agricultural Research and Development Institute (CARDI), National Road No. 3, Prateah Lang Commune, Dangkor District, Phnom Penh, Cambodia. Contact us at 089 890029 or 012 904612 look for Dule or Marie. 

Please mention "Cambodiajobs.Biz" where you saw the ad when you apply!