Job Summary:
The Administrative Coordinate will support the day-to-day activities of the IFPRI-Myanmar office. Tasks will include the preparation and maintenance of the financial documents and program inventory, coordinating travel arrangements for program staff and visitors, the coordination of meetings and special events, and other clerical tasks. The incumbent will work closely with the Program Manager, but under the overall guidance of the Program Leader.
Essential Duties:
Specific duties and responsibilities include, but are not limited to:
Finance/Accounting:
Establishes contacts and maintains relationship with local vendors and suppliers for the procurement of goods and services.
Assembles and prepares necessary documentation for procurement of goods and services.
Maintains the program officeโs financial and administrative record keeping.
Maintains the program officeโs inventory of goods and supplies.
Assist in the collection of time and attendance records for local staff.
Prepares and/or reviews field expense reports.
Supports the Program Manager in the preparation of monthly financial reporting, bi-annual inventory, and other administrative tasks as assigned.
Human Resources:
Liaises and coordinates with Human Resource Services on organizational development, learning, field operations, and safety and security.
Travel Arrangements:
Request itineraries and maintains schedule of all program staff and visitorsโ travel arrangements.
Prepares invitation letters and other necessary documentation for visa applications.
Coordinates the booking of local air travel, hotels, and local transportation and the issuances of cash advances.
Prepares documentation for travel advances in a timely manner, reviews travel associated invoices, and reconciles travel advances for local staff.
Assists in the preparation of travel request forms and expense reports.
Provide logistical support for visitors, including providing access to the office building, assigning a workspace, providing access to computer connections, and providing access to any necessary supplies.
Meetings and Events:
Coordinates arrangements for organizing special events, including lunches, meetings and conferences and other training events. This function will include preparing venue, organizing meeting materials, presentation requirements, setting up teleconference, catering and taking/taping and/or transcribing of minutes of meeting, as needed.
Clerical:
Receives and directs visitors to appropriate person and office; answers, screens and forwards incoming phone calls; and receives, sorts, and distributes daily mail.
Perform other clerical duties such as filing, photocopying, transcribing and faxing.
Required Qualifications:
Bachelorโs degree and at least 2 years of relevant experience.
Excellent oral and written English and Myanmar language skills.
Demonstrated experience handling confidential matters.
Demonstrated expertise with financial information.
Demonstrated proficiency with computers, including experience with Microsoft Office, especially Microsoft Word, Outlook, and Excel.
Demonstrated ability to work productively within a multi-cultural team environment.
Ability to handle multiple tasks and prioritize work responsibly with minimal supervision.
Demonstrated ability to pay attention to detail and follow-through to closure.
Demonstrated experience working in a fast-paced work environment.
Preferred Qualifications:
Experience in financial record keeping and accounting.
Physical Demand & Work environment:
Employee will sit in an upright position for a long period of time
Employee will lift between 0-10 pounds.