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
The Portfolio Senior Specialist General Agreements, Grant Amendments and Active Portfolio-Related Information is a member of the IRRI Portfolio Development and Management Office, which oversees and provides administrative support for all portfolios, programs and projects throughout their life cycle. Support project teams by coordinating all contractual interactions with internal and external parties related to general agreements such as but not limited to Memorandum of Understanding, Memorandum of Agreements, Hosting Agreements, Host Country Agreement, among others. The position also serves as focal team member that administratively manages the database of general agreements. The incumbent supports the project teams by
coordinating contractual variations with internal and external parties related to grant agreements in compliance to client requirements and IRRI standard operating procedures
The incumbent is expected to assist the Portfolio Manager in running day to day operations, preparing Active Portfolio Related Information, including monitoring of Key Performance Indicators.
This position will be based at the IRRI Headquarters, Los Baรฑos, Philippines and may only be filled by permanent citizens of the Philippines.
Roles and Responsibilities
Manage the internal review process of general agreements to facilitate and expedite issue resolution and acceptance of contracts Coordinate and maintain the key information to update the general agreement database Assist in preparation, development of appropriate contracts for umbrella agreements for general collaborations and contractual variations for active grants of IRRI with other institutions Resolve issues that require communication and/or approval from donors or partners and other external stakeholders, including modification requirements Develop and maintain the compliance and registry of terms and conditions based on the agreements as executed by IRRI Manage the internal administration of existing projects including contractual variations and internal review process of amendment documents to facilitate and expedite issue resolution and acceptance of contracts Lead the preparation of Active Portfolio Related Information Support in monitoring Active Portfolio Key Performance Indicators and provide recommendations for improvement and resolving issues Provide recommendations and lead efforts to continuously improve IRRIโs project management systems, tools, templates, and processes Coordinate all general agreements and grant agreement amendments or contractual variations with various donor agencies and partners including compliance review prior to signature Maintain good relationships with internal stakeholders at IRRI and externally with donors Negotiate with donors, partners, sub-contractors and service providers to come to agreement on contract terms and conditions that cover projects or restricted grants Work closely with Principle Investigators and internal project teams in resolving administrative issues and provide recommendations relating to deliverables, budget allocation, deadlines, etc. as required In close collaboration with Finance, advise project groups in terms of their finances ensuring that expenditures go as planned and resources are efficiently utilized Liaise with internal stakeholders status of IRRIโs Active Portfolio and Key Performance Indicators, and consolidate recommendations and ensure actions are implemented in timely manner Develop and review general agreements and grant agreement amendments ensuring compliance to the IRRI policy as well as donor regulations and requirements Work closely with the Principal investigator or authorized representative and internal offices in the review and sign-off of general agreements and grant agreement amendments prior to signing Identify all possible risks on all terms / conditions set out in contracts that IRRI execute and make recommendation on how to mitigate and address the risks following IRRl's policies Recommend and implement process improvements that minimize the effort required by project teams to request sub-contracts and turnaround time re uired for internal a roval and issuance Compile and analyze portfolio health data develop and maintain dashboards, and write/ update status, issue and risk reports which provide a portfolio overview ensuring that stakeholders have immediate access to them Collate and consolidate all project-related documents into IRRIโs digital and hard-copy repositories and update their status in project management systems, ensuring compliance with contractual requirements for audits and adherence toIRRIs Standard Operating Procedures Ensure expenditure proceeds as planned, and efficient utilization of resources in coordination with key internal stakeholders. Report variations falling outside of acceptable thresholds Ensure Active Portfolio-Related Information and Key Performance Indicators are regularly updated and communicated with internal stakeholders
Qualifications
Bachelorโs degree in business management, administration, agriculture, communications, marketing, or a related field With relevant professional experience of 3-5 yearsSkills Required
Mandatory
Preferred
Advanced knowledge of reviewing, monitoring and developing contracts and negotiate on legal terms on contracts; Familiar with work of development non-profit organizations and the traditional donors such as USAID, ADB, SDC,ACIAR; Ability to synthesize and summarize large volume of information quickly and communicate the main points to stakeholders
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.