Administrative Coordinator II

Job Summary:

The International Food Policy Research Institute (IFPRI) seeks an Administrative Coordinator II for its Development Strategies and Governance (DSG) Unit. This is a one-year, renewable appointment and is located at IFPRI's South Asia Office in India. This position will work across the units within the DSG Unit in providing support with travel organization, contract drafting & monitoring, revision of deliverables, financial reports, and invoices; workshops, edit narratives; close contracts and projects. Interested applicants must have work authorization to work in India.

Essential Duties and Responsibilities

Project Logistical Coordination:
• Provide logistical coordination for project activities, to include drafting and monitoring of project subcontracts, for complex Divisional projects.
• Monitor deadlines and coordinate the receipt of collaborator deliverables and submission of donor deliverables as requested.

Accounting Support:
• Prepare travel and field expense reports.
• File & monitor project budgets, collaborator and donor-approved budget expenditures, and sub-contracts.
• Submit and monitor collaborator invoices upon submission/approval of deliverables.
• Monitor weekly unit payments and submit updates to vendors and/or PM/PL/ project coordinators.
• Follow-up and process invoices from centers that host Group staff.
• Assist, as needed, on provision of monthly General Ledgers (GLs)/Project Summary Report (PSRs) to PM/PLs.
• Submit/correct project-related expense adjustments (as needed).

Contact Data Base Support:
• Maintain various administrative/unit database including Collaborator & Project main list, staff contact/emergency file, and other master files.

Monitor SAC calendar to identify:
• Project end-dates and eventual closeout;
• Provide project budget burn rates to projects leaders upon request;
• Electronic filing of documents.
• Closeout collaborator and sub-contractor contracts after detailed verification that all deliverables have been received and all funds have been disbursed, filling in the checklist, obtaining the Project Leader signature, and importing the Close Out Form onto D4D.
• Timely preparation of periodic financial reports and invoices for a range of donors.
• Monitor billed and unbilled receivables for delinquent payments and billable cost.
• Data Entry in Tally and Finalization of accounts books as per Indian Accounting standards.
• Review monthly project status reports.
• Address internal and external inquiries regarding project financial matters.
• Assist with annual statutory audit.
• Other duties as assigned.

Required Qualifications:
• Bachelor's degree in accounting/Finance plus two years of relevant experience or associate's degree plus five years of relevant experience.
• Preference would be given to Intermediate/pursuing CA/CS/CWA.
• Knowledge of Tally is preferable.
• Demonstrated proficiency with computers: experience with MS Office, especially Microsoft Word, Outlook, Excel, and PowerPoint required. Strong analytical skills.
• Demonstrated ability to work productively within a multi-cultural team environment.
• Excellent oral and written communications skills.
• Demonstrated ability to pay diligence and follow-through to closure.
• Demonstrated experience working in a fast-paced work environment.

Physical Demand & Work environment:
• Employee will sit in an upright position for a long period of time.
• Employee will lift between 0-10 pounds.
• Employee is required to have close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading