Senior Assistant Administrative Coordination Secretarial Support

tendersglobal.net

Job Description

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:
Roles and Responsibilities:

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

Qualifications:

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

Skills Required:
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

Source: https://www.irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPostingID=1840&nPostingTargetID=3325&mask=irriext&lg=EN

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