Senior Assistant - Administrative Coordination Logistical Arrangements, Database Maintenance, Procurement Procedures

  • Added Date: Friday, 24 June 2022
  • Deadline Date: Friday, 08 July 2022
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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 Baรฑos, 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.
Job Purpose

Under the closer supervision of IRRI Representative โ€“ Korea, provide day-to-day administrative support to all activities related to IKO, including procurement, travel and events management support. Respond to visitors and effectively communicate with both external and internal stakeholders to provide timely and smooth flow of information. Monitor and process petty cash requests, disbursements, and liquidations and ensure timely consolidation and reporting.

This position will be based in Jeonju, Republic of South Korea and may only be filled by permanent citizens of Korea.

Roles and Responsibilities
Provide day-to-day administrative support to all activities related to IKO Assist travel and other logistical arrangements for the GRS, including IRRI Representative Korea, IKO staff, incoming and outgoing visitors and collaborators related to the IKO activities/projects including ticketing, passport administrative clearances and visa processing, cash advances, accommodation and transport requirements Handle all procurement and ensure purchasing procedures and approvals are followed and documentation is complete Respond to visitors and effectively communicate with both external and internal stakeholders to provide timely and smooth flow of information Coordinate logistics for trainings, meetings, workshops, and conferences inside and outside IRRI and respond to inquiries requiring a general understanding of procurement, and logistics policies and procedure Monitor and process petty cash requests, disbursements, and liquidations and ensure timely consolidation and reporting Provide logistical support for events (e.g. workshops, seminars, training) assisting with travel/accommodation arrangements and preparation of budgets Manage and maintain office assets (annual physical inventories, disposal and/or transfer of resources) and ensure proper procurement stewardship to deliver value for money and sustainable day to day operations of IKO Responsible for IT needs and functions of IKO to ensure operational continuity including the creation, maintenance, and timely updating of a database or filing system for easy storage and retrieval of data and information as appropriate Prepare and process documents of IKO staff for visa applications and stay permits
Qualifications
Bachelorโ€™s degree related to Business Administration, Management or related field At least 1-2 years working experience in office administration or related work
Skills Required

Mandatory

Has 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 with technical IT computer support Has experience working with an agricultural research institute and/or NGO Has experience working in an international environment

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.

This vacancy is archived.

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