International Rice Research Institute Hiring for Senior Assistant – Administrative and Logistic Coordination at India Full Time

Full Job Description
The IRRI South Asia Regional Centre is a regional facility that supports research collaboration, training, and service provision to institutions, scientists, and other stakeholders from India and other South Asian and African nations. Centre aims to (1) enhance South-South collaboration and strengthen the capacity of rice-growing countries in South Asia and sub-Saharan Africa in crop production, seed quality, and to enhance farmers’ income (2) deliver research for development services for the private and public sectors through its state-of-the-art laboratory facilities for grain quality, crop production and nutritional quality and (3) enable knowledge transfer through short courses on rice-based agri-food systems and other IRRI Education products within the region. Besides, ISARC in-house all the IRRI Programs operating in South Asia and providing them research and capacity building support.

Under the minimal supervision of the Program Manager, the incumbent will coordinate the day-to-day operational activities for all ISARC and its associated programs related to logistics such as arranging for travel, hotel, transport etc. and related requests for procurement. S/he will provide support in organizing the trainings, meeting/workshops and other events at ISARC. S/he will assist in identifying, negotiating and executing contracts with service providers such as travel agents, hotels, cab companies, event managers and any others related to the area of logistics. S/he will maintain data base for all contract agreements, review and verify payments for all goods & services procured for logistics. Besides, ensure adherence to IRRI policies and procedures in logistics and coordination. S/he will communicate, coordinate and liaise closely with program teams at ISARC, Country Offices, IRRI Headquarters and partners/stakeholders as may be required. S/he will document the logistic/event related information and draft reports.

This position will be based at the IRRI South Asia Regional Centre (ISARC), Varanasi, Uttar Pradesh and will only be filled in by permanent citizens of India.

Roles and Responsibilities
Coordinate travel and all other logistic requirements for domestic/international travel, visa, hotel accommodation, booking of suitable venues for events, etc.
Assist in organizing training, meeting/workshop, visits and other events
Assist in identify the potential vendors including negotiations and signing of contracts with them
Ensure effective use of the ISARC fleet, including the allocation of vehicles, fair and equitable assignment of drivers and troubleshooting problems on need basis
Prepare and share reports as per process requirement on use of fleet, fuel and mileage statistics
Assist in the development and implementation of procedures and guidelines related to travel and all other logistic services
Ensure adherence to IRRI policies and procedures in areas related to travel & logistics
Assist to establish service standards related to quality of services, efficiency and effectiveness
Coordinate with internal and external stakeholder to ensure due diligence and good quality services
Execute purchase requests as may be required related to events, logistics and operations
Maintain comprehensive data base of all travel, hotel & event bookings, receive and check invoices and verify payment.
Liaise with vendors on any queries related to bookings & payments.
Coordinate and communicate with IRRI HQ and COs, NARES, public-private partners and stakeholders for travel/logistic related matters
Liaise with travel agents for booking of tickets and visa documentation, and with hotels for accommodation
Coordinate with relevant embassies and government departments for travel guidelines, visa, passports etc.
Liaise with vendors of goods & services for procurement, receipt of invoices & credit notes, reconciliation of statements and settlement of payment
Act as focal point for all logistic services, domestic/international travels, events etc.
Ensure effective flow of information as appropriate amongst key stakeholders
Make travel arrangements, hotel reservations, transport arrangements for domestic/international travel
Provide logistical support to events – workshops, seminars, national/international conferences, training, visits etc. and ensure safe movement of the participants
Identify the potential vendors, negotiation and contract execution with them for goods & services.
Ensure service delivery in the area of operations & logistics in accordance with defined policies and processes
Prepare budget estimate for all the events and share with concerned teams at ISARC for approval
Verify the expenses related to logistical services, travel, events etc. and prepare statements for releasing the payment
Maintain data base of all vendor contract agreements, travel and hotel bookings as well as cancellations
Allocate and supervise the work of drivers, office support staff and attendants in the provision of services
Prepare and share reports as per process requirements on a regular basis
Qualifications

Bachelor’s degree in any discipline preferably in Business Administration, Tourism, Hospitality or related field with a minimum of 2 years of relevant work experience in logistical service management and operations

Skills Required

Mandatory

Knowledge of office management systems and procedures
Multi-tasking and work prioritization
Very good written, oral and communication skills
Worked in a multicultural management environment
Strong organizational and planning
Proficient in MS Office
A good team player
Good negotiation and conflict resolution skills
Critical and Creative thinking

Preferred

Has experience working for an international organization, multi-national companies
Has experience in providing administrative support to multicultural research team

In addition to the Base Salary indicated above, IRRI also offers the below listed allowances:

Dearness Allowance: 113% of basic salary
House Rent Allowance: 40% of base salary
Transport allowance for NRS L3: INR 2000/-
Educational Allowance: INR 1000/- per month per child up to two children, as applicable
Leave Traveling Allowance: Equivalent to one month of basic pay per calendar year
Provident Fund: 12% of basic pay and dearness allowance

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!

Please note only shortlisted candidates will be contacted.