Officer - Administration

1 week ago

Hanoi, Hanoi, Vietnam IRRI Education Full time

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 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 general supervision of the Partnership, Project Coordination and Office Operation Manager, the Officer - Administration is responsible for managing administrative matters, coordinating events, and providing administrative support for IRRI Vietnam Office and hosted organizations.


This position will be based at the IRRI Office in Hanoi Vietnam, and may only be filled by permanent citizens of Vietnam.

Roles and Responsibilities

  • Ensure compliance with IRRI's policies and procedures in administrative processes related to event coordination
  • Coordinate logistics for meetings, workshops, and other events, ensuring all arrangements are made timely and accurately
  • Maintain accurate and uptodate records of administrative transactions and communications related to events
  • Provide administrative support for translation and interpretation activities by translating documents and materials, organizing interpretation schedules, maintaining accurate records, managing correspondence related to translation projects, and ensuring all materials are properly prepared and distributed.
  • Communicate effectively with internal and external stakeholders to address administrative concerns and requirements
  • Collaborate with event organizers to ensure successful planning and execution of events
  • Coordinate with the HQ Administration team to align with organizational policies and procedures
  • Recommend new measures or procedures to enhance administrative efficiency and service quality
  • Organize and oversee logístical arrangements for internal and external events, including venue setup, catering, and technical support
  • Maintain records of all administrative activities, ensuring they are orderly, easily retrievable, and complete
  • Provide timely and accurate administrative reports to management as required
  • Assist in the preparation and submission of administrative budgets and expenditure reports
  • Ensure the timely delivery of translated documents and materials to guarantee that all stakeholders receive the necessary documents and materials promptly and accurately
  • Respond promptly to inquiries from staff, visitors, and stakeholders, providing necessary information and resolving issues as needed
  • Assist in the annual physical inventory count of office assets

Qualifications

  • Bachelor's degree in Business Administration, Management, or related field
  • Minimum of 2 years relevant experience in office administration, event coordination, or related field

Skills Required Mandatory**- Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint

  • Strong organizational and multitasking skills
  • Excellent communication and interpersonal skills
  • Attention to detail and high level of accuracy in work

Preferred

  • Master's degree in business administration, Management, or related field
  • Experience working with international organizations or donorfunded projects
  • Knowledge of event management software
  • Fluency in Vietnamese and English languages
  • Core Competencies

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
This position will remain open until filled.

Job Reference:
HQ01712

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