Senior Assistant - Administrative Coordination

Under the general supervision of the FHS head provide overall day-to-day secretarial and administrative support to the FHS Head and team members including scheduling meetings, filing documents, arranging and keeping inventory of office materials & equipment, acting as first point of contact and disseminating internal office information. Is responsible for preparing, checking and/or processing documents such as purchase requisitions and contracts. Assists in handling accommodation and meal requests
and reservations.

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

• Assist in the coordination of secretarial and administrative activities of Food and Housing Services
• Monitor and maintain a daily calendar of activities, scheduling of meetings and appointments
• Maintain flow of information and appropriate communication within the group and other units and various stakeholders
• Coordinate day-to-day operations of the team including related requests to PPS, IKS and availability of resources by facilitating work orders and requests for payment for both internal and external other service providers (PLDT, Royal Cable, Searca, GK) and ensuring that all accounts are paid / settled on time
• Prepare relevant FHS documents (lease agreement, arrival kit, furniture & fixture inventory, manuals, housing directory, welcome letter and other documents) as needed
• Handle inquiries regarding GH room availability, confirm reservations, and facilitate billing of guests
• Create, maintain and update databases (such as FHS directory, relevant numbers, etc) and filing systems, as needed
• Draft minutes of meetings (including supervisors’/ team meetings), ensuring quality and accuracy of information at all times
• Monitor and maintain record of office inventory, equipment and FHS assets (disposal and /or transfer of resources) including official vehicles (maintenance / repairs and sticker request) and proactively order office supplies and room amenities
• Provide assistance to food service related requests like coffee services, lunch arrangements and other special needs (tables, table cloth, flowers, etc.)
• Resolve routine Administrative Coordination problems in a thorough and timely manner
• Act as focal person for visitors and effectively liaise with both external and internal stakeholders to provide timely and smooth flow of information and appropriate communication within the groups
• Email updated Housing Schedule to relevant units on a monthly basis and monitor/update the occupancy rates of GH and IRRI Managed Housing
• Work closely with the unit’s accountant for the monthly reports, charges and billings of active and departing staff
• Respond in a timely manner to various FHS-related inquiries including, but not limited to, Guesthouse accommodation and other services pertaining to meal requests
• Monitor and maintain GH room assignment and billing. Check food restrictions of guests including their flight details
• Confirm reservations and prepare welcome letters to arriving guests
• Send out surveys to guests for feedback and suggestions
• Welcome/send off guests when on duty at the Guesthouse/Dorms, when necessary
• Timely consolidation and submission of reports
• Update and manage unit documents/reports, both online and offline, ensuring ease of access to relevant information and data
• Prepare bills and charges in the OCS for services and ensure that all personal charges are billed accordingly
• Provide logistical support for the participation of staff/team members in defined events
• Arrange accommodations and facilitate local and international travels
• Follow up on requests and action points (PPS, IKS, requestor/coordinator), when needed
• Assist events/functions at the Guesthouse when necessary
• Assist in the operation of RWB when necessary
• Act as person in charge in case when the Residence officer and / or GH/RWB attendant is unavailable

• Bachelor degree in Business Administration or related field, or College undergraduate with at least 3 years relevant work experience with Secretarial / administrative work experience in an international organization

Mandatory

• Has basic knowledge of MS Office (Word, Excel, Powerpoint)
• Has good oral and written communication skills, communicates status of work regularly and in a timely manner
• Has good interpersonal skills
• Has good organizational skills

Preferred

• Driving skills; Familiar with front desk systems administrative experience in the hospitality industry

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.