Officer – Logistics & Event Management Logistics, Event Management, Coordination & Negotiation

About IRRI

The International Rice Research Institute (IRRI) is the world’s premier research organization 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.

International Rice Research Institute (IRRI), with the support of the Government of India, Ministry of Agriculture, and Farmers’ Welfare, has established IRRI-South Asia Regional Centre (ISARC) in Varanasi, Uttar Pradesh. It is a regional facility that supports research collaboration, training, and service provision to institutions, scientists, farmers, and other stakeholders from India and other South Asian and African nations.

Job Purpose

Under the minimal supervision of the Senior Program Manager, the incumbent will manage the day-to-day logistics operations and event activities for ISARC and its associated programs including arranging domestic/international travel, hotel accommodations, transport etc. and related support services. S/he will coordinate and actively involved in organizing the trainings, meeting/workshops and other events at ISARC. S/he will be responsible for negotiating and executing the 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 various units & 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 is based at ISARC, Varanasi and will only be filled by the permanent residents of India.

Roles and Responsibilities

• Manage travel and all other logistic requirements for domestic/international travel, visa, hotel accommodation, booking of suitable venues for events, etc.
• Coordinate and take lead in organizing training, meeting/workshop, visits and other events
• Identify the potential vendors and service providers, and negotiate and execute contracts with them for logistics goods & services
• Ensure effective use of the ISARC fleet, including the allocation of vehicles, fair and equitable assignment of drivers and troubleshooting problems when they occur
• 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
• Establish service standards related to quality of services, efficiency and effectiveness
• Coordinate with internal and external stakeholder to ensure due diligence of processes 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 managing the event, travel schedules and travel related requirements
• 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, suppliers, service providers of goods & services for procurement, receipt of invoices & credit notes, reconciliation of statements and settlement of payment
• Act as focal point for all logistic and event management services, domestic/international travels etc.
• Make travel arrangements, hotel reservations, transport arrangements for domestic/international travel
• Take lead in organizing the events – workshops, seminars, national/international conferences, training, visits etc. and ensure smooth operations and quality services to participants/guests
• 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
• Ensure effective flow of information as appropriate amongst key stakeholders Perform any other relevant duties as assigned by supervisor from time to time

Qualifications

Bachelor’s degree in any discipline preferably in Business Administration, Tourism, Hospitality or related field and minimum 5 years of relevant work experience in logistical service management and operations OR

Master’s degree in any discipline preferably in Business Administration, Tourism, Hospitality or related field and minimum 3 years of relevant work experience in logistical service management and operations

Skills Required

Mandatory:

• Experience in supervising staff
• Worked in multicultural management environment
• Multi-tasking and work prioritization
• Very good written, oral and communication skills
• Client oriented, understand the needs of clients/stakeholders
• Strong negotiation, troubleshooting and problem-solving skills
• Strong organizational and planning
• Proficient in MS Office
• A good team player

Preferred:

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

In addition to the base salary mentioned above, IRRI also offers the following allowances:

• House-Rent Allowance: IRRI provides a house rent allowance of 40% of base pay per month.
• Transport Allowance: A monthly transport allowance of INR 5,000
• Dearness Allowance: One Hundred and Thirteen percent (113%) of employee’s base pay.
• Leave Travel Allowance (LTA): One-month base pay per annum, on availing minimum 2 days of vacation leave
• Education Allowance: INR 1000/- per child per month (limited 2 children)

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.