About IRRI

Job Purpose

The International Institute of Tropical Agriculture (IITA) on behalf of the International Rice Research Institute (IRRI) invites applications for this position.

Under the supervision of the Senior Admin Assistant – Administrative Coordination, the Assistant will provide overall day to day secretarial and administrative support to the Senior Admin Assistant – Administrative Coordination and to all unit employees. The assistant is also responsible for the daily activities needed to run the IRRI cash offices and process all cash transactions accurately and efficiently in accordance with established policies and procedures.

This position will be based at the IITA Mikocheni Offices in Dar es Salaam.

Roles and Responsibilities

• Preparing and posting expense reports on OCS, preparing bank reconciliation each month from Tanzania
• Bank accounts and Counterchecking receipts
• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail and invoices and direct them to the appropriate services.
• Assist with staff and visitor’s travel arrangements and bookings for flights, accommodation, and local transport as requested
• Tag assets and make reconciliation
• Photocopy and scan documents
• Keep track of basic office supplies by maintaining inventory and assisting in ordering new/additional basic office supplies as needed.
• Assist in the application and processing of import and export permits for research and other materials.
• Process cash advance requests
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Ensure Compliance with expenditure commitment procedures
• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Compliance with expenditure commitment procedures
• Improve efficiency and deal with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated in a professional and courteous manner.
• Cash reconciliation reports
• Advance register well-maintained

Qualifications

• Bachelor’s Degree in Business Administration with minimum 1 year of relevant work experience

Skills Required

Mandatory

• Knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates status of work regularly and in a timely manner
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of accounting

Preferred

• Good interpersonal skills and Good organizational skills