National Consultant - Scholarships and Youth Engagement

Under the close supervision of the Officer – Administrative Coordination, Scholarship and Youth Engagement Unit, provide day-to-day administrative support to the team including database maintenance, record filing and internal clearance processing. Coordinate and respond to requests from clients and perform logistical support to events.

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

• Provide day-to-day administrative and secretarial support to the IRRI Education, Scholarship and Youth Engagement Unit
• Perform logistical support during events and visits (i.e. workshops, seminars, training courses, etc.) including issuing invitations, venue reservations and organization of transport and accommodation of trainees and guests
• Respond to internal requests from IRRI service units to facilitate arrangements for visits and activities of scholars and trainees (e.g. transportation, accommodations and food, network and computer access, etc.)
• Constantly communicate with scholars, trainees and internal stakeholders for efficient record - keeping and processing of relevant requests
• Maintain database and records of scholars and trainees ensuring all data are updated for efficient storage and retrieval of data
• Process and facilitate requests related to IT account creation, meeting/training venue reservation, visit requests, and ID
• Prepare format forms and other administrative files (e.g. minutes of the meeting, materials for IRRI selection committee for degree and non-degree scholarships, clearances for new and continuing scholars and trainees and certificates of completion and revise award letter templates for routing and approval)
• Responsible for the preparation of payroll documents and all other requirements related to processing of scholar benefits. This includes the following:
  • Monitoring of progress of scholars in coordination with concerned units and ensuring timely submission of progress reports, grades, and payments for university fees and allowances and timely processing of new and extension clearances;
  • Processing documents including award letters, internal clearances, and agreements for scholars, trainees, and collaborators;
  • Preparing and following-up requests for scholars including travel documents, visa applications, Travel and Miscellaneous Expenses (T&ME), and Purchase Requisitions;
  • Preparing documentation and ensuring timely release of stipend and other allowances for scholars and trainees; and
  • Coordinating with AIC for setting-up of personal accounts for scholars that have research support funding arrangements.
• Responsible for keeping and maintaining assets and inventory of the Scholars and Enrollment office supplies

• BS in Business Administration or any other related field with minimum of 1 year relevant experience

Mandatory

• Has basic knowledge in MS Office programs such as Word and Excel or related software and applications like Smartsheet, Adobe Acrobat
• Good communication and interpersonal skills
• Has basic knowledge of office equipment (printers, computers, others)
• Has experience working in an international environment

Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.
This position will remain open until filled.