Manager – Corporate Services for India

Reference number: PAS-2012-53-NM

Apply by: 17 April 2012

The successful candidates will be responsible for providing an effective and efficient corporate services platform to support the program and representational activities of the IRRI Country Office. Country office (CO) corporate services will be provided in a proactive manner and consistent with IRRI corporate policies. He/She will report administratively for day to day operations to CO Representative and functionally to Deputy Director General - Management Services for mandated functions. He/ She will lead the Nationally Recruited Staff (NRS) country office corporate services team. Corporate Service Manager will take functional guidance from their IRRI Headquarter counterparts.

Duties

• Responsible for all CO related financial planning, controls and reporting:

o Develop and maintain annual and strategic financial forecasts in support of business planning activities and plans.
o Oversee the operations of the finance services to ensure efficient and effective administration, accounting and reporting services.
o Prepare and submit quarter financial reports for IRRI Headquarters.
o Management of the annual financial audit of the country office’s finances.
o In consultation with the Controller, oversee the development, management and monitoring of the annual operational budgets and financial forecasts, including a mid-year update.
o Implement corporate financial policies, procedures and financial controls for the country office.

• Ensure that grant proposals originating in the country office are adequately budgeted to achieve operational goals and to ensure full cost recovery.
• Ensure payroll is managed effectively against the relevant agreements and policies.
• Serve as liaison between IRRI Headquarters and Country Office Bank for all bank account documentary requirements, e.g. updating of authorized signatories. Oversee in-country banking relationships.
• Develop and maintain a central repository of all IRRI country office contracts, service agreements and memorandums of understanding, including a register of obligations entered into through contracts, especially funding agreements. Develop and maintain procedures and reports to ensure compliance with those terms.
• Serve as final point of escalation for Accounts Receivable/Accounts Payable issues
• Oversee cash management; Approve payables; Execute check signing
• Ensure that adequate controls exist to safeguard the assets of the country office:

o Develop and maintain asset registers and maintenance schedules.
o Implement asset management policies and procedures

• Serve as a key point of contact for external auditors; Manage preparation and support of all internal and external audits.
• Review and monitor the register of staff retirement fund reflecting the contributions to and earnings of staff accounts
• Coordinate with IRRI HQ-Controller

Risk Management
• Assist the Country Representative to assess and manage risk.
• Liaison with HQ RMQA
• Coordinate and report against the agreed risk management plan.
• Maintain and manage all necessary insurance policies

Governance and Administration Management
• Assist the IRRI Country Representative with compliance with applicable laws such as those covering equal employment opportunities, human resource obligations, and lease grants.
• Design, implement and manage administrative systems for efficient functioning of the country office.

Human Resource
• Support the creation and maintenance of positive human resource services including:

o Workplace Relations
- Ensure that all IRRI HR policies and practices are implemented as advised
- Provide guidance on country office staff matters for both nationally and internationally recruited staff, including management issues and grievance resolution.
- Support resolution of performance-based concerns; Provide dispute resolution services as required
- Maintain a close connection to the employee community so as to identify factors that affect employees morale, motivation, and efficiency
- Manage the front line for HRS Country Office communications
- Supervise the preparation and analysis of a monthly HRS Workplace Relations and Advisory Services report
- Coordinate with Government bodies as required, such as Ministry of Labor, etc.
o Organizational Development
- Develop, implement, and regularly update an effective orientation program for national and international staff specific to the Office location which builds upon the corporate model
- Support the implementation of locally held training events in line with the annual training calendar; Liaise with HQ re office training and development needs
- Oversee the completion of the IRRI performance appraisal process, ensuring that feedback is provided to all employees on their performance against key deliverables and competency requirements.
o Compensation, Benefits and Reporting
- Administer the HRS board-approved policies and procedures related to compensation and benefits at CO
- Work to sustain the clear, consistent, and competitive pay philosophy
- Ensure employee privacy when appropriate, including confidentiality and protection of sensitive employee reports or information
o Recruitment
- Ensure CO’s adherance to IRRI’s approach to recruitment and selection
- Keep up to date with local employment legislation and ensure that HQ and the Regional HR Business Partner is briefed on any relevant changes.

Information Technology
• Manage an efficient and effective ICT network that addresses the operational needs of the country office:

o Manage, oversee and report on IT systems and network, in coordination with IRRI HQ-ITS
o Initiate, develop and implement new technologies to operate across IRRI locations in-country in an effective and efficient manner
o Implement ICT policies and procedures, in line with IRRI IT policies.

Procurement and Materials Management
• Ensuring that all procurement is in accordance with CGIAR Financial Guidelines 6 (FG6) as well as local laws and procedures
• Ensure that the Country office is adequately equipped for its operations
• Represent the Institute in negotiations with external agencies and suppliers
• Implement systems and processes for logistics supply management, in line with IRRI procurement policies
• Coordinate with IRRI HQ-PMMS

Physical property
• Manage property lease agreements
• Oversee building and maintenance supplier contracts
• Ensure leased or owned properties (buildings, property, equipment, and vehicle fleet) are maintained to a good standard and overseeing contractual arrangements for rented properties
• Oversee transport team and fleet

Safety and Security Services
• Act as safety and security focal point implementing an approach which maintains a safe and secure working environment

o Ensure security of buildings, staff and information.
o Ensure adequate security and safety process in place for employees working in hubs.

• Undertake other duties within the scope and level of this position as directed by the Director of Management Services and the Country Office Representative.

Qualification requirements:
• College/university level degree in business management or equivalent experience;
• At least 5 years of management or administrative experience in a managerial capacity;
• Strong background in accounting, finance, and budgets with human resources preferred;
• Exposure to international organization/enterprise and excellent written and spoken English.

Screening will start on 17 April 2012 and will continue until a suitable candidate has been found.

Please indicate the position reference number in the e-mail subject line. IRRI regrets that only shortlisted candidates will be contacted.

IRRI provides a multicultural work environment that reflects the values of gender equality, teamwork, and respect for diversity, with a competitive compensation and benefit package. Women are encouraged to apply.

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Interested candidates should apply online (click apply now). Should you encounter problems applying online please email at IRRIRecruitment@irri.org.

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