Avis d’appel d’offres : Recrutement d’un.e Consultant.e pour la Coordination administrative, Gestion du calendrier, tenue des dossiers, coordination des projets aux Philippines.

Job Purpose

IRRI Tech Transfer (ITT) accelerates the Institute’s global impact through public-private partnerships. Collaborations with private organizations hasten the development and dissemination of innovations, contributing to achieving the global SDGs. ITT engages with the private sector by facilitating membership in IRRI R&D consortia, bilateral agreements on intellectual properties, and the delivery of IRRI services. ITT performs its activities in accordance with IRRI Intellectual Property and Commercialization Policy (IP&C) and with the CGIAR Principles on the Management of Intellectual Assets (CGIAR IA Principles).

Under the supervision of the ITT Head/Senior Manager-Business Development, coordinate secretarial and administrative activities, calendar management, meetings and teleconference organization with the stakeholders, ITT events organization, logistics for international and local travels in addition to the tasks mentioned below:

• Maintain ITT databases (Salesforce, OCS, Dashboard, CNDA (Confidentiality and Non-Disclosure Agreements) files
• Patent and Trademark files among others, manage routine information correspondences
• Prepare correspondences and other documentation (including ITT presentations) both with the internal and external partners
• Manage team meetings and ensures timely monthly reports
• Monitoring, follow-up, updating and management of ITT topics/items including invoicing and payments
• Files management and project coordination
• Administrative management of Intellectual Property files including regular interaction with patent lawyers’ back offices
• Preparation of meeting summary and reports (budget, pipeline, monthly reports among others)
• Coordination with various units and research platforms in administrative and ITT relevant matters.

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

• Coordinate secretarial and administrative activities which includes the monitoring and maintenance of the daily calendar of activities, preparation and organization of team meetings, internal and external stakeholder meetings, workshops and conferences both in the local and national level;
• Manage the ITT-related databases and reporting e.g. Dashboard, ITT Monitoring Sheets, ITT Agreement Masterfile, ITT Pipeline, OCS and Salesforce and prepare routine information;
• Manage ITT filing systems and assist in record management (e.g. compilation of ITT-led agreements and other documents);
• Review and duly respond to inquiries and letters by composing routine documents and correspondences including formatting and writing of standard letters, memoranda and electronic emails;
• Manage travel and other logistical arrangements for the ITT team including ticketing, passport and visa processing, cash advances, accommodation and transport requirements and other travel-related processes and documents;
• Project and files management and coordination;
• Administrative management of Intellectual Property files including regular interaction with patent lawyers back offices;
• Handle on-line systems, procedures, administrative clearances and facilitate procurement of equipment, office and other supplies; and payment to partner law firms, etc.;
• Act as the ITT focal person for visitors, effectively liaise with internal and external IRRI stakeholders and provide timely, accurate and smooth flow of information and appropriate communication;
• Notify and manage meetings and appointments for the ITT team and other colleagues;
• Coordinate logistics for trainings, meetings, conferences and workshops within and outside IRRI;
• Work closely with relevant IRRI service units e.g. Research Teams, Finance, PDMO, Legal, Purchasing, Transport, Communications & Advocacy, IRRI Education, among others) to ensure timely and smooth flow of requests and information;
• Drafts minutes of meetings (including team meetings), ensuring quality and accuracy of information at all times;
• Preparation of reports (GOC, Pipeline Reports, CNDA among others);
• Ensures timely submission of reports and documents(Pipeline Reports, Budget Forecast, among others);
• Manage files and information for easy retrieval, transmission;
• Ensure timely receipt of monthly reports from team members and submission to ITT Head;
• Duly update and manage ITT-related documents and reports, both online and offline, ensuring ease of access to relevant information and data;
• Maintain smooth and accurate flow of information and appropriate communication within the ITT team.

Qualifications

• Bachelor’s degree or equivalent in Administration, Communication or related field, with two (2) years of relevant work experience; or
• Minimum of five (5) years of Personal Assistant and administrative work experience.

Skills Required

Mandatory

• Good practical knowledge of MS Office (Word, Excel, PowerPoint), Google App
• Very good oral and written communication skills, communicates status of work in a timely manner;
• Good interpersonal and communication skills in an international environment;
• Good organizational skills.
  

Preferred

• Has experience with OCS, Salesforce and other database management tools;
• Has notions of accounting;
  
• Has experience working in an international organization.

Apply here