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

Under the close supervision of the Assistant Manager-Logistics and Coordination provide basic secretarial and administrative support to the IRRI Bangladesh Office (IBO), file documents, and maintain office stationery and other materials. This position is responsible for assisting visitors, attending to phone enquiries, providing basic logistic support, and receiving incoming supplies and equipment. 

This position is based at IRRI Country Office in Dhaka, Bangladesh and can only be filled by citizens and permanent residents of Bangladesh.

Roles and Responsibilities

• Front office management/ reception management
• Basic office administrative  and maintenance support
• Documentation support in relevant area
• Answer office telephone system and attend visitors when supervisor is not present.
• Keeping track of basic office supplies by maintaining inventory and request for new basic office supplies
• Maintain kitchen supplies and equipment’s
• Provide back up and assist cleaners to ensure office is neat, when needed
• Assist in vehicle dispatch management
• Ensure IBO's PABX and vehicle tracking systems are operational and receive maintenance as needed
• Assist in the coordination of routine logistical and general administrative support in assigned events,
• Receive and distribute documents (such as memos, letters, confidential documents) and mail within the office and to other offices (e.g., Ministries, Government agencies etc.)
• Perform basic maintenance of photocopiers/printers and other office equipment
• Provide basic logistical support for various events (e.g., conferences, meetings, workshops, and training) including the setting-up of tables and IT equipment and supplies
• Process documents such as Request Authorization of Travel (RAOTs), and Purchase Requisitions (PR)
• File documents/records, correspondence, and administrative files (e.g., vehicle related documents, phone bills)
• Assist in photocopying, collating and binding materials and reports
• Assist in processing cash advance requests
• Assist in the payment of bills (e.g., vehicle, fuel, utility, and others)
• Maintain vehicle log sheet and prepare monthly report
• Maintain First-Aid Box
• Respond to relevant routine inquiries
• Assist in monitoring vehicle tracking systems and preparing and processing of reports as required
• Perform any other duties as assigned by supervisor from time to time.

Qualifications

• Higher Secondary Certification (HSC) with minimum 3 years relevant work experience in supporting office administration or

• Bachelor’s degree with minimum 1-year relevant work experience in supporting office administration

Skills Required

• Has good knowledge of MS Office (Word and Excel)
• Has good oral and written communication skills in English
• Has basic knowledge of office equipment (fax machine, computer, scanner, photocopier, others)

Preferred

• Experience in stationary/office supplies management; experience in dealing with government processes
• 2 years or more work-related experience

Salary Ranges: Basic BDT (19, 967- 37, 508)/ per month

Other Benefits: Housing Allowance 30% of base pay per month, Transport Allowance BDT 6,000, Festival Bonus: 2 times each year, Contributory Provident Fund, Returning Mother Allowance: BDT-2,000 per month for 9 months to female employees post-delivery of a baby to support return to the workplace, Medical insurance coverage: maximum US$16,000/year and other admissible benefits