Under the close supervision of the Specialist for Short Course Management and Facilitation, the officer will provide comprehensive administrative and operational support across scholarships, youth engagement initiatives, and short course programs. The role involves maintaining databases and records, processing internal clearances, supporting the on-boarding and medical insurance administration of scholars, youth participants, and trainees, while ensuring smooth coordination of all backend activities. The Officer will contribute to the planning and delivery of short courses, scholarships, and youth engagement activities by responding to client requests, preparing and processing required documents, and serving as a focal point for participants. Responsibilities also include monitoring tuition fee payments and stipends, maintain effective internal and external information flow within the team, and provide logistical support for capacity development events.

In addition, the Officer will organize and coordinate equipment and facilities arrangement, transportation, training materials (including photos, videos, presentations), and support coordination for farm visits, and other logistical requirements necessary for the development and successful implementation of training and scholarship and youth engagement programs and related activities. The Officer will effectively liaise with internal and external stakeholders to ensure timely, accurate, and appropriate communication within the group. The role also provides day-to-day team support, including database management, data gathering, filing of records and reports, and processing requests to support the effective delivery of short courses, youth engagement initiatives, and capacity development advisory activities.

This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.

• Coordinate and monitor the administrative function of the sub-unit, including coordinations with concerned units for on-boarding of scholars and trainees, travel arrangement, and day-to-day operations;
• Process documents including award letters, internal clearances, and agreements for scholars, trainees, and collaborators;
• Prepare and follow-up requests for scholars including travel documents, visa applications, Travel and Miscellaneous Expenses (T&ME), and Purchase Requisitions;
• Prepare documentation and ensure timely release of stipend and other allowances for scholars and trainees;
• Monitor progress of scholars in coordination with concerned units and ensure timely submission of progress reports, grades, and payments for university fees and allowances and timely processing of new and extension clearances;
• Provide inputs to the development, design, improvement, and maintenance of the institute’s online database/system (e.g. Salesforce, One Corporate System (OCS)) in coordination with appropriate units and provide IRRI partners and concerned staff access to relevant information.
• Assist in pipeline development and fund generation activities to support the sustainability of IRRI Education programs.
• Coordinate and liaise with internal and external collaborators (e.g. IRRI staff and offices, scholars, IRRI country offices, LGUs, private sectors, educational institutions, NARES, participants of short courses etc.), for submission of applications and completion of requirements and follow-up missing documents from scholarship and training applicants, and other IRRI team on short course and scholar related activities and visits;
• Coordinate with service units and Experiment Station regarding logistical needs of the short courses to ensure that materials/plots/facilities/shoots/venues are prepared for course delivery;
• Draft standard correspondence and monitor incoming and outgoing correspondences/documents ensuring confidentiality;
• Facilitate orientation and act as a focal point for scholars.
• Provide regular updates to the supervisor to immediately resolve issues encountered during the execution of courses.
• Prepare, generate, and submit scholar, trainee, and program reports for institutional and external use, and maintain updated scholar and trainee lists.
• Verify, record, archive, and maintain files, correspondence, and reports (both physical and electronic) to ensure accuracy, confidentiality, and ease of retrieval.
• Manage cash advance requests, disbursement, liquidation, and monitor course and scholarship budgets and cost-recovery charges in coordination with relevant units.
• Provide end-to-end logistical support for all training and scholarship and youth engagement events, including invitations, confirmations, travel, accommodation, venue arrangements, transport, and budget preparation.
• Develop, update, and maintain IE databases and online systems (e.g. OCS), ensuring timely data entry, backup, and compliance with storage and archiving procedures.
• Perform any other relevant duties as assigned by supervisor from time to time

• Bachelor’s degree related to business administration, administration, management or related field;
• Minimum 5 years of experience in office administration or related work

Mandatory

• Proficient in computer and graphics software, including MS Word, Excel, PowerPoint, Adobe Photoshop, Canva, and InDesign
• Has strong interpersonal, oral and written communication skills
• Has good organizational skills
• Has good multitasking skills
• Has experience in providing logistic support for trainings
  

Preferred

• Has experience working in an international environment
• Has experience working with an agricultural research institution

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.
This position will remain open until filled.