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.
Job Purpose
Under the close supervision of the Liaison Scientist, assist in the day-to-day operational activities of the finance and accounting team in the Country Office/project/program. Coordinate and communicate with stakeholders regarding finance and accounting related issues. Assist in drafting financial reports as needed by supervisor/stakeholders. Assist in the coordination of secretarial and administrative activities including monitoring and maintaining daily calendar, scheduling appointments/meetings/visits and following up on request from IRRI HQ staff and collaborators. Assist in the monitoring of budget and expenditures statements from established budgets for each project with Indonesia’s collaborators. Plan and provide logistical support to the country office’s local and international events (e.g. workshops, seminars, trainings, and other project-specific events), including issuance of online and offline invitations, receiving confirmations, assisting with travel arrangements and accommodation, selection of venues, and budget preparation as well as facilitation of the assessment of events
Roles and Responsibilities
Assist in the day-to-day operational activities of the finance and accounting team in the Country Office/project/program
Assist in the coordination of secretarial and administrative activities including monitoring and maintaining daily calendar, scheduling appointments/meetings/visits and following up on request from IRRI HQ staff and collaborators
Assist in the monitoring of budget and expenditures statements from established budgets for each project with Indonesia’s collaborators
Plan and provide logistical support to the country office’s local and international events (e.g. workshops, seminars, trainings, and other project-specific events), including issuance of online and offline invitations, receiving confirmations, assisting with travel arrangements and accommodation, selection of venues, and budget preparation as well as facilitation of the assessment of events
Provide routine logistical and general administration support for IRRI HQ staff during the visits and project-related events
Coordinate and communicate with stakeholders regarding finance and accounting related issues
Maintain constant flow of information and appropriate communication by constantly liaising and coordinating with other IRRI teams/units as well as external partners and collaborators (e.g. IRRI HQ or country office counterparts, private sectors, educational institutions, NARES partners etc.)
Respond to inquiries requiring a general understanding of policies and procedures, and technical work of the project being implemented such as RCM Indonesia in a thorough and timely manner
Provide administrative, finance, material, travel and events management support to the IRRI Indonesia staff, focusing on the Rice Crop Manager Project and related projects to ensure smooth flow of process and information
Assist in drafting financial reports as needed by supervisor/stakeholders
Monitor the approved project budget, prepare and consolidate budget reports and full cost recovery charges, manage petty cash requests, disbursements and liquidations and recommend fund transfers and realignments
Process complex travel arrangements through OCS, coordinating the multiple travels of supervisors and other staff
Manage the inventory and procurement of supplies to ensure sustainable day-to-day operations
Create, maintain and update a database or filing system for easy storage and retrieval of data and information
Qualifications
Bachelor’s degree related to business administration, finance, accounting, management or related field with minimum 2 years relevant work experience
Skills Required
Has proficient computer skills (e.g. MS Word, Excel, Powerpoint)
Has strong written and oral communication and interpersonal skills
