IRRI Nepal

Senior Assistant- Administrative Coordination

Views: 3704|Published on: May 09, 2024

General Mgmt. / Administration / Operations

Mid Level

Full Time

Vacancy: 1

IRRI Nepal Office, Khumaltar, Lalitpur|

Experience: More than or equal to 1 year|

Not Disclosed

Job Description

Roles and responsibilities of this job

Job Purpose

Under the general supervision of the Interim Country Representative - Nepal, provide overall day to day secretarial and administrative support to the Country Representative and the IRRI Nepal Office team members.

Monitoring daily activity calendar maintaining contact details of staff keeping track of basic office supplies, maintaining filing system and prepare routine responses to regular queries and letters, monitor budget and expenditure statements, staff payroll and make payment to the partners. Monitor and maintain INO Assets, provide logistical support to IRRI staff.

This position is based at Nepal and is open for the permanent residents of Nepal only.

Roles and Responsibilities

Monitor and maintain daily calendar of activities and assignments of project/country office officials.
Facilitate requests related to IT, work orders, meetings, visit requests and materials for publications
Maintain contact details of all project team and partners.
Prepare purchase requisition requests for supplies (of project/office, equipment, and other assets)
Coordinate maintenance of equipment
Make travel arrangements such as: Prepare Request Authorization of Travel (RAOT's) Purchase Requisitions (e.g. air tickets) and Travel and Miscellaneous Expenses (T&ME) etc. and process visa applications as necessary and Take minutes of meetings
Maintain filing systems, assist in record management (compilation and input of data)
Check and record files and process documents including Purchase Orders, Travel documents, schedule of conferences, visits, trainings etc.
Maintain data base and gather basic information
Act as a focal point for visitors when required
Prepare routine responses to regular queries and letters, compose and edit basic documents, including formatting and writing standard letters, memos etc.
Distribute received information within the team/office as defined by supervisor
Assist in lesioning with partners and other units by requesting additional information
Scheduling meetings and visits of collaborators
Provide basic logistical support for the participation of staff members in defined events, schedule diverse appointments, meetings and travel arrangements
Arrange accommodation and facilitate local and international missions including visits
Budget preparation, maintaining petty cash, process cash advance request. prepare bills and check purchase
Monitor budget and expenditure statements form established budgets and follow up on any discrepancies
Coordinate paying INO staff salaries
Make payment for parties and stakeholders
Coordinate with IRRI HQ for financial transactions of INO.

Job Specification

Required qualifications for this job

Required Education Level:Under Graduate (Bachelor)

Required Experience:More than or equal to 1 year

Other Specification

Qualifications

Bachelor degree in Business Administration, Management, Account, Commerce, Humanities, Communication or related field with 1 years of relevant work experience; Or 2 year Secretarial/ administrative course with 3 years of relevant work experience

Skills Required

Should have basic knowledge of MS Office (Word, Excel, PowerPoint)
Should have good oral and written communication skills, communicates status of work regularly.
Should have good interpersonal skills
Should have good organizational skills
Should have good knowledge of finance

Salary

Offered financial and non-financial compensation for this job

Offered Salary:Not Disclosed

Applying Procedure

Click on Login to Apply to get the email address / external link to apply.

Note: You need to be a registered jobseeker to view the applying email address / external link.

Apply Before: May 20, 2024

About the organization

IRRI Nepal

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 Baños, 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.

Since 1966, IRRI has provided improved germplasms to Nepal contributing to nearly 70% of its high yielding inbred rice varieties developed and released for irrigated and rainfed environments. The partnership has benefitted Nepal in conserving resources with the IRRI Gene bank that is maintaining 3,000 rice accessions from Nepal. In addition to core research and development, IRRI has supported Nepal in building a robust cadre of scientists and agriculturists by training over 313 Nepalese scholars on varied disciplines of rice science and technology, thereby strengthening its in-country capacity. In 1985, the partnership was further enriched by the refinement of research focus and targeting rice production domains for deploying improved rice varieties in rainfed lowland and irrigated areas. Supporting intensive research on agronomy, soil science, plant pathology, entomology and farming system, this collaboration has been instrumental in building the capacity of Nepalese scientists while encouraging technology transfer. Country projects implemented with the technical support of IRRI with improved rice varieties and related technologies, have thus been instrumental in improving farmers.