Officer - Administrative Coordination

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

CGIAR’s 2025—30 science and innovation Portfolio comprises eight Science Programs, four Accelerators, and one Scaling for Impact Program. Overseen by CGIAR’s Chief Scientist, the Portfolio brings together CGIAR science and innovations across all CGIAR Centers and sources of funding to deliver on CGIAR’s 2030 Strategy and mission to transform food, land, and water systems in a climate crisis.

Each Program And Accelerator Is Led By a Director/ Leader Reporting To The Chief Scientist. Working Closely With a Leadership Team Of Area Of Work Leads And Center Delegates, As Well As a Program Management Unit, The Directors/ Leaders Provide Scientific Leadership And Alignment Of Each Program/ Accelerator As a Coherent, Joint Undertaking That Spans Multiple Centers, Partners, And Sources Of Funding. Two Program/ Accelerator Directors/ Leaders Are Currently Based In The Asia Region, Hosted By The International Rice Research Institute (IRRI) And The International Maize And Wheat Improvement Center (CIMMYT) Leading CGIAR’s Programs And Accelerators On

Scaling for Impact and Liaison Officer for Asia

The Officer for Administrative Coordination for the Program/ Accelerator Directors/ Leaders based in Asia will play a pivotal role in ensuring the effectiveness of CGIAR’s science and innovation leadership and Portfolio. The Officer will handle comprehensive travel arrangements, including planning and logistics, and provide on-site coordination and collaboration with local teams. Additionally, the role involves organizing events and meetings, ensuring all details are managed efficiently from scheduling to execution. As the sole support resource initially, this individual will need to manage multiple priorities, maintain strong communication across teams, and deliver high-quality administrative assistance to facilitate the Directors’/ Leaders’ strategic and operational activities.

This position will be based at the IRRI Makati Office, Philippines and may only be filled by permanent citizens of the Philippines.

Roles and Responsibilities

• Plan and organize travel logistics and administration, including coordinating itineraries, arranging transportation and accommodation, managing travel approvals, and ensuring smooth and timely support for all travelers.
• Plan and organize events, such as workshops, seminars, training courses, committees, and special functions. This includes sending invitations, confirming attendance, selecting venues, preparing budgets, coordinating onsite logistics, and assessing event outcomes to ensure high-quality delivery.
• Examine, organize and execute operational processes related to travel, expenses, procurement, by preparing correspondence, processing requests and contracts, organizing logistics and preparing agreements, to support efficient project execution.
• Oversee and handle transport services, including vehicle dispatch, maintenance, and administration of vehicle logs, to ensure efficient transport operations.
• Engage with other teams to exchange information and process service requests to avoid unnecessary delays.
• Engage and liaise with partners and service providers and align services for the smooth execution of activities.
• Plan and process travel arrangements, including preparing Travel Requests, Purchase Orders, and Visas, to enable timely and smooth travel for the team.
• Identify and escalate potential issues affecting the timely delivery of operational support services, including meetings and implement corrective actions to maintain adherence to timelines.
• Identify the need for and create shared folders, filing systems, and databases, gathering and analyzing information to maintain organized and up-to-date records for easy access.
• Inspect and track the quality of operational support services, ensuring alignment with established (reporting) standards, agreements, and compliance requirements.
• Perform any other relevant duties as assigned by supervisor from time to time
  
  

• Bachelor’s degree in a relevant field with at least 2 years of relevant work experience
  
  

• Experience in office administration, including liaising with partners, overseeing travel plans, scheduling and organizing meetings and preparing reports.
• Experience liaising with service providers, facilitating workshops and special events, and ensuring seamless coordination across teams.
• Experience working in an international not-for-profit organization is an advantage.