Officer - Administrative Coordination

The International Rice Genebank (IRG) maintains the world’s largest collection of rice germplasm. Its main goals are to ensure the long-term preservation of all the germplasm and to make them available to all users worldwide.

The role of the Administrative Coordinator in leading the secretarial and administrative activities is critical to the delivery of services and performance of routine operations in IRG. The Officer – Administrative Coordination will lead secretarial and administrative activities for the smooth operation of the day-to-day activities of each team in the Fit for Future Genetic Resources (FFGR) unit.

This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.

• Manages the Unit Head’s/Project Leader’s calendar, including scheduling of meetings, teleconferences, and attending to all related office requirements.
• Assists the Project Leader in monitoring and tracking project expenses.
• Supports program coordination and the implementation of various unit activities.
• Coordinates, prepares, and organizes meetings, workshops, conferences, and training activities for the FFGR team.
• Ensures timely submission of monthly reports from FFGR team members.
• Handles and monitors contract renewals for FFGR NRS staff, and facilitates internal clearances for exiting staff, students, interns, consultants, and other personnel.
• Maintains records of key documents such as staff lists, FTEs, SOBEs, and information on interns, thesis students, and consultants — from hiring/acceptance to disbursement of salaries and allowances; ensures regular updating of databases and online files.
• Serves as custodian of all administrative supplies, assets, and unit properties.
• Reviews and responds to inquiries and correspondence in a professional and timely manner, including drafting standard letters, memoranda, and emails.
• Manages travel and logistical arrangements for the FFGR team, including flight bookings, visa and passport processing, accommodation, transportation, cash advances, travel documents, and liquidation reports.
• Handles online systems and processes, such as AADC approvals, OCS requests, staff renewals, consultant applications, and overtime processing, as well as administrative clearances.
• Assists in facilitating Genebank tours and is responsible for gathering relevant information from visitors during their visits to the Genebank, field, and screenhouse.
• Provides administrative support to FFGR hiring managers by coordinating with relevant IRRI units (e.g., HR, Finance) to process hiring requests, including preparation of necessary documentation (e.g., TORs, hiring request forms), and overseeing the onboarding process.
• Supervises junior administrative staff.
• Notify and manage meetings and appointments for the FFGR team and other colleagues; 
• Coordinate logistics for trainings, meetings, conferences and workshops within and outside IRRI;
• 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 communication;
• Work closely with relevant IRRI service units (e.g. Finance, PMO, Legal, Purchasing, Transport, Communication & Branding, IRRI Education, among others) to ensure a timely and smooth flow of requests and information.
• Duly updates and manages FFGR-related documents and reports, both online and offline, ensuring ease of access to relevant information and data;
• Maintains efficient, smooth and accurate flow of information and appropriate communication within the FFGR team
• Draft minutes of meetings (including supervisors’/ team meetings), ensuring quality and accuracy of information at all times;
• Ensures timely receipt of monthly reports from team members and submission to the FFGR Head;
• Keep records of financial records (i.e. reimbursement, cash advance, etc.)

• Bachelor’s degree or equivalent in Management, Administration, Communication or related field, with at least three (3) years of relevant work experience; or
• Minimum of five (5) years of Personal Assistant and administrative work experience in an international organization

Mandatory

• Good practical knowledge of MS Office (Word, Excel, PowerPoint)
• Very good oral and written communication skills, communicates status of work in a timely manner
• Good interpersonal and communication skills in an international environment
• Good organizational skills

Preferred

• Has experience with OCS & Salesforce
• Has notions of accounting
• Has a stable and calm personality, and creates a friendly environment for fellow workers 

IRRI 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.