Board of Trustees

The BOT has 15 members who are world leaders in their respective disciplines; and, as a group, sets IRRI policy. Three of the members ex officio: the Philippine secretary of agriculture, the president of the University of the Philippines system, and the IRRI director general. The BOT meets twice a year to review IRRIs research priorities and its allocation of resources and to set the Institutes scientific directions, policies, and strategies.

Board of Trustees Secretariat

The BOT Secretariat provides administrative, logistics, and secretarial support to the BOT.

Internal Audit
Internal Audit provides advice to CGIAR Centers on their operations, including governance, research operations, management of physical infrastructure, finance

and administration, and technology and outreach activities. Through its counterpart in the CGIAR, IA also provides systemwide services to support the enhancement of risk management and control activities uniformly across the system.

Director General
Robert Zeigler The director general is appointed by the IRRI BOT and acts as the chief executive officer of the Institute. He/she directly manages and administers the affairs of the Institute according to policies and decisions of the BOT and/or the Executive Committee. He/she is an ex officio member of the BOT and of all its standing committees, except the Audit Committee. He/she has no voting rights. As approved by the Board at its 19 September 2008 meeting, the appointment of the DG will normally be for 5 years, renewable for another 5 years or whatever period the BOT may deem appropriate. The DGs performance is reviewed annually by the Board.

Risk Management and Quality Assurance

Marichu Bernardo, head RMQA is charged with further developing the Institutes risk management policies, quality assurance procedures, and staff awareness, and in monitoring compliance. It also facilitates improvement of IRRIs internal quality assurance processes and practices.

Deputy Director General for Research

Achim Dobermann The DDGR leads in setting research priorities and applying scientific approaches to enable increased productivity and sustainability of rice-based systems. He/she directs IRRIs multidisciplinary research programs and discipline-oriented divisions and enhances ties with partners in rice research. These partners include national agricultural research and extension systems (NARES), advanced agricultural research institutes (ARIs), nongovernment organizations (NGOs), and the private sector. He/she also oversees the preparation of project proposals for special funding and is in charge of enhancing IRRIs relationship with its investor community, in coordination with the DRPC.

GRiSP Theme 1
GRiSP Theme 1: Harnessing genetic diversity to chart new productivity, quality, and health horizons Theme leader: Hei Leung Key units: Genetic Resources Center (N. Ruaraidh Sackville Hamilton) and the C4 Rice Center (Paul Quick) For a summary about IRRI's related research, see Genetic diversity.

T.T. Chang Genetic Resources Center

In partnership with national programs and regional and international organizations, GRC works to ensure long-term preservation of rice biodiversity and to add value to this biodiversity through research. It is also tasked to deliver germplasm and related information to users, including public and private sector organizations, nongovernmental organizations, scientists, and farmers.

GRiSP Theme 2
GRiSP Theme 2: Accelerating the development, delivery, and adoption of improved rice varieties Key unit: Plant Breeding, Genetics, and Biotechnology (Darshan Brar)

GRiSP Theme 3
GRiSP Theme 3: Ecological and sustainable management of rice-based production systems Key unit: Crop and Environmental Sciences Division (Bas Bouman)

Crop and Environmental Sciences Division

Bas Bouman, head CESD leads IRRI's research in crop, soil, water, and environmental sciences to ensure sustainable, resource-use-efficient, high-yielding, and environment-friendly rice ecosystems, and improved livelihoods. CESD develops and implements research programs, and covers the following disciplines: agronomy, plant and crop physiology, crop ecology and modeling, soil science, water science and

agricultural engineering, weed science, agro-climatology, entomology, nematology, rodent research, and ecological pest management.

GRiSP Theme 4
GRiSP Theme 4: Extracting more value from rice harvests through improved quality, processing, market systems, and new products Key unit: Grain Quality and Nutrition Center (Melissa Fitzgerald)

Grain Quality and Nutrition Center

Melissa Fitzgerald, head GQNC carries out research to unravel quality traits and develop and standardize methods to measure these traits, in collaboration with partners in the International Network for Quality Rice. Research projects address the effect of grain-filling on genetic and biochemical pathways leading to aroma and taste; traits that reduce the value of grains and that lead to different structures of starch and protein; and different metabolites that affect eating quality.

GRiSP Theme 5
GRiSP Theme 5: Technology evaluations, targeting, and policy options for enhanced impact Key unit: Social Sciences Division (Sam Mohanty)

Social Sciences Division

Sam Mohanty, head SSD works at the initial formulation and implementation of projects to provide feedback on research product performance and to conduct socioeconomic analysis of the impact of adoption after a project is completed. This involves a range of activities, including needs assessment and targeting technology, eliciting feedback on technologies validated by farmers through participatory approaches, accelerating diffusion, tracking technology adoption, and assessing impact. SSD serves as an effective interface with the intended end users of new technologies. SSD also provides critical inputs to management's request for public awareness of the Institute's mission, programs, achievements, and plans. SSD is involved in enhancing the capacities of NARES partners in social science research (gender

analysis, ex ante and ex post impact assessment, and participatory varietal selection).

GRiSP Theme 6
GRiSP Theme 6: Supporting the growth of the global rice sector Key unit: Training Center (Noel Magor)

Training Center
Noel Magor, head Training Center works with researchers and extension agents to facilitate the development of human resources.

Experiment Station
Leigh Vial, head ES (also known as "the Farm") provides vital research support services to IRRIs scientists. It provides professional farm management services and furnishes particular field conditions and facilities as needed by scientists.

External Relations
Corinta Guerta, head ER handles the director general's external appointments and travel schedule and coordinates the functions of the DRPC, NPR, and PR and harmonizes workflows and communication among these groups.

Development Office
Duncan Macintosh, head DO aims to draw in gifts, grants, and contributions from more non-traditional sources (e.g., philanthropists) for IRRI.

Its main activities revolve around increasing IRRIs philanthropic base and developing new fund-raising opportunities with a special focus on Asia and IRRIs 50th anniversary in 2010.

Donor Relations and Project Coordination

Corinta Guerta, head DRPC communicates grant opportunities to staff and coordinates grant proposal development, submission, and reporting to IRRI's donors and partners. It handles all MOUs, MOAs, LOAs, and contracts, and also manages IRRI's relations with traditional CGIAR donors.

National Programs Relations

Julian Lapitan, head NPR manages IRRI's relations with the countries and the MOUs involved and advises IRRI management and staff on developments in national programs and policies in countries where IRRI maintains or wishes to establish research collaboration. It also provides support to the DG and DDGR in country visits and events and is the focal point for CORRA and all program-related research and extension activities in the Philippines.

Public Relations
Sophie Clayton, manager PR provides communication leadership within IRRI, including building a network of IRRI communication professionals; develop and help implement IRRI's communication strategy and IRRI-wide communication initiatives; manage media relations; support branding development and issues management; participate in the development of IRRI's Web site; and advance IRRI's social media.

Director for Management Services

Norm Macdonald

DMS administers IRRIs human resources, information technology, finance, materials and procurement, food and housing, transport, physical plant, travel, and international school relations units.

Food and Housing Services

Priscilla Argosino, head FHS is responsible for food services and helping provide for the housing needs of IRRI staff members and guests. It manages the Institutes dormitories, apartments, the guesthouse, and staff residences.

Comptroller
Sunil Jhunjhunwala, head Financial Operations Elisa Panes, head FO provides high-level stewardship of the Institutes liquid assets, investments, property, and assets, and performs a range of financial services for the Institute. It ensures that Institute property and equipment, donor-funded project assets, and ongoing capital projects, including inventories, are properly monitored, accounted for, and safeguarded from loss.

Financial Planning and Reporting

Melba Aquino, head FPR plans, develops, and prepares budgets and the medium-term plan (MTP) and administers funding according to the requirements of the Institute as established in the MTP, memoranda of agreement, memoranda of understanding, and donorapproved project proposals. It ensures that financial statements, schedules, and reports adhere to Institute and donor policies, CGIAR guidelines, and generally accepted accounting principles and provides advice to scientists and financial information to donors, budget holders, IRRI management, and BOT members.

Information Technology Services

Marco van den Berg, head ITS provides information technology and connectivity services to the entire Institute. The unit performs operational activities associated with workstations, servers, storage, printers, software applications, network components, software development/MIS, and telephones, and works in partnership with all organizational units in applying new technology to meet the evolving demands of a large research institute. Since mid-2008, the unit operates in full cost recovery mode to ensure that the cost of information technology is included in research grant funding from donors.

Physical Plant Services

Nicholas Ketel, head PPS is in charge of the general maintenance of all buildings and associated civil infrastructure and equipment in the Institute. It is also responsible for providing a continuous supply of utilities such as power and water and maintenance of communication systems. PPS fabricates special devices or tools to meet specific needs of scientists and other research groups.

Procurement and Materials Management Services

Hiram Gomez, head PMMS manages the Institutes supply chain with key services such as procurement; warehousing; inbound and outbound cargo management; materials receiving and dispatching; safekeeping and asset disposal; mailroom and central filing; and the IRRI Makati Office. The procurement subunit has annual spending of around $7 million for goods and services, half of which are foreign. Importations are handled by the shipping subunit, which liaises with government agencies such as the Bureau of Customs for the clearance of these shipments. The units eight warehouses handle inventory management and distribution of goods needed by the Institute such as office and laboratory supplies, chemicals, and spare parts for vehicles and farm equipment.

The IRRI Makati Office handles the Institutes transactions in Metro Manila. This includes providing a venue for receiving guests and handling transactions with banks, suppliers, and government agencies.

International Schools Relations

ISR oversees IRRIs relations with two schools located in the IRRI campus: BrentIRRI, a satellite campus of Brent International School Manila, and Rainbow International Tutoring Group (Rainbow School); and with Brent International School, British School Manila, European International School (Euro Campus), and International School Manila, where children of internationally recruited IRRI staff who are in middle and upper school levels study.

Human Resource Services

Fiona Farrell, head The Human Resource Services supports IRRIs mission and values through a complete range of activities in recruitment, training and development, professional growth, performance management, position analysis, design, and classification, compensation and benefits, career planning and development, employee relations and assistance, development of HR policies and procedures, and records administration, and the Human Resource Information System.

Transport Services
Manuel Vergara, head Transport Services manages official transportion needs of the Institute, including a fleet of over 330 motor vehicles of all types, as well as a comprehensive program for vehicle registration, drivers training and licensing, and motor vehicle safety.

Travel Services
Since 1999, HRG Marsman has been the official travel management company of IRRI, offering these services: international/domestic tickets, international/domestic tour packages, international/domestic group tour packages, international/domestic hotel reservations, assistance in processing of new passports or renewal of passports, and visa assistance.

Safety and Security Services

Glenn Enriquez, head SSS is responsible for maintaining a well-secured and safe workplace for IRRI personnel. It also ensures that lives and property in the Institute are well protected.

Deputy Director General for Operations

Willy Padolina The DDGO is responsible for IRRI's relations with the host country, intellectual property rights issues, and operations and support services. It also acts as secretariat to the IRRI BOT.

Communication and Publications Services

Eugene Hettel, head Rice research is the core business of IRRI, but its work does not end there. Research results need to be communicated and these involve articulating research results, best practices, technologies, and innovations. CPS is IRRI's communication and information arm. Through its visual media, editorial, publishing, Web, and creative support services, CPS designs, packages, and produces a variety of information materials carrying IRRIs messages for various audiences and provide a spectrum of communication services for the Institute.

Biosafety
N. Ruaraidh Sackville Hamilton, head The Institutional Biosafety Committee is responsible for ensuring compliance with local and international guidelines in the conduct of genetic engineering experiments. It is composed of scientist members (2 from IRRI and 2 from UPLB) and community representatives (2 from the Los Baos community and 1 from the Bay community) and is tasked to review research proposals to determine compliance with the environmental and safety issues associated with the Institutes science and workplace based on the Biosafety Guidelines approved by the National Committee on Biosafety of the Philippines (NCBP). It recommends actions/proposals to the NCBP based on its review.

Events and Visitors Office

Bita Avendao, head

Intellectual Property Management Unit

Gerard Barry, head IPMU establishes and manages processes to acquire and distribute intellectual property assets, which it does in close cooperation with the SHU, GRC, and Biosafety, to ensure that related obligations are also handled well. It expects to expand its consultative role on the implementation of biosafety regulations and will participate with Bioversity International and other CG centers in defining a role for the CG in public researcher-led participation in the larger biosafety debates and in increased communication roles.

Host Country and Community Relations Office

Sylvia Avance, head HCCRO oversees all IRRI activities that have to do with community and host country relations and employee relations. Host country relations involve all activities and issues concerning the Philippine government and include coordination with key government offices and agencies to ensure that strong and cordial ties with the host country are maintained. IRRI continues to support community activities, especially in Los Baos and Bay. These activities include computer donations to schools, medical missions, training on emergency response in case of fire or natural disasters, and livelihood projects. IRRI is part of the Los Baos Science Community Foundation, Inc. (LBSCFI), a 21member group of institutions in Los Baos that aims to accelerate rural development by promoting agriculture and natural resource development.

Legal Services
Ildefonso Jimenez, head Legal Services engages in legal counseling, handles cases in consultation with IRRIs external counsel, conducts administrative hearings and investigations, and prepares and reviews contracts, including appointment letters, MOAs, and MOUs with collaborating governments and research institutions. It also handles

communications on legal matters and maintains liaison with the Department of Labor and Employment, Department of Foreign Affairs, Department of Finance, and the Philippine Senate and House of Representatives, among others.

Riceworld Museum and Exhibits Office

Paul Hilario, head Rice will become increasingly important in the next century and beyond because of the wide amplitude of its adaptation, it is, therefore important that young students who come in large numbers to IRRI have an opportunity to learn about the antiquity and fascinating history of the rice plant. - M.S. Swaminathan, former IRRI D.G. IRRI Riceworld was formally opened on 22 September 1994 by H. E. Karl-Friedrich Gansauer, the ambassador of the Federal Republic of Germany to the Philippines. Visitors come from all over the Philippines and abroad and average 50,000 per year; 70-80% of these are students. The museum was put up by a grant from the Deutsche Gesellschaft fur Technische Zusammenarbeit (GTZ) of the Federal Republic of Germany.

Library and Documentation Services

Mercedes Vijandre, head Library and Documentation Services maintains the worlds most comprehensive collection of technical rice literature, which is linked to the worlds scientists via its Web site. This consists of published and unpublished documents, in print and electronic formats, written in many languages, by scientists working in many parts of the globe. The primary linkage points are the online catalog and the rice database (with more than 260,000 references to technical rice literature), which can be accessed through the librarys Web site 24 hours a day, regardless of time zone and geographical location. Hyperlinks to full-text documents are given for most entries. Aside from rice and related subjects, LDS has a well-rounded collection of materials (print, electronic, or other formats), dealing with other subjects in the natural, social, and applied sciences. The other resources available via its Web site are e-journals, e-books, e-reference sources, online databases, other library catalogs, current awareness sources (list of new acquisitions, forthcoming conferences, and videos), International Directory of Rice Workers, journal articles by IRRI staff, and other relevant Web sites. The services rendered to worldwide clients include current awareness, reference, interlibrary loan, computerized literature searches, electronic and conventional

document delivery (free to developing countries), database management, bindery, audiovisual learning center, and training of librarians from other institutions. LDS serves as a public library to the local community as anybody can use its resources and services for free.

Seed Health Unit

Patria Gonzales, head SHU is the gatekeeper for all incoming and outgoing rice seeds, non-seed biological materials, and soil samples. SHU is authorized by the Philippine Plant Quarantine Service to conduct rice seed health testing for phytosanitary certification and post-entry clearance. It reviews compliance with documentation and processes both incoming and outgoing rice seeds for the necessary phytosanitary clearances. For incoming and outgoing soil samples and non-seed biological materials, SHU facilitates the application for permits and phytosanitary clearances.

ABOUT IRRI
IRRI, or the International Rice Research Institute, is a nonprofit independent research and training organization. IRRI is part of the Consultative Group on International Agriculture (CGIAR). IRRI develops new rice varieties and rice crop management techniques that help rice farmers improve the yield and quality of their rice in an environmentally sustainable way. We work with our public and private sector partners in national agricultural research and extension systems in major rice-growing countries to do research, training, and knowledge transfer. Our social and economic research also informs governments to help them formulate policy to improve the equitable supply of rice.

Our mission
To reduce poverty and hunger, improve the health of rice farmers and consumers, and ensure environmental sustainability through collaborative research, partnerships, and the strengthening of national agricultural research and extension systems.

Our goals
Reduce poverty through improved and diversified rice-based systems. Ensure that rice production is sustainable and stable, has minimal negative environmental impact, and can cope with climate change. Improve the nutrition and health of poor rice consumers and rice farmers. Provide equitable access to information and knowledge on rice and help develop the next generation of rice scientists.

Provide rice scientists and producers with the genetic information and material they need to develop improved technologies and enhance rice production. IRRI's goals contribute to the United Nations Millennium Development Goals to eradicate extreme poverty and hunger and ensure environmental sustainability. They are also aligned with the objectives of the Global Rice Science Partnershipthat help deliver internationally coordinated research effectively and efficiently with our partners.

Management and policies

IRRI is a nonprofit organization that is administered by a director general, currently Robert Zeigler, with the IRRI Board of Trustees (BOT) setting the Institutes scientific direction, policy, and strategies. IRRIs executive management team includes: The director general, currently Robert Zeigler, who is responsible for implementing the decisions of the BOT, The deputy director general for research, currently Achim Dobermann, who looks after the research programs and divisions where the science takes place, The deputy director general for management services, currently Norman Macdonald, who looks after administrative services including human resources, finance, and information technology (IT), and The deputy director general for operations, currently Willy Padolina, who looks after support services including events and visitors, communications and publications, and safety and security. See our organization structure (organogram) for more information. IRRI's strategy In November 2010, IRRI and its partners launched the Global Rice Science Partnership (GRiSP) - a single strategic and work plan for global rice research. GRiSP will be led by IRRI. In addition IRRI also has its Strategic Plan 2007-2015, that sets out IRRI's goals for this timeframe and how we plan to work towards acheiving them. IRRI policies A selection of IRRI policies, set by the IRRI Board of Trustees , are now available online, with more to follow: IRRI Policy: Intellectual Property Rights (14 November 2010) (PDF) IRRI Policy: Risk Management (took effect 20 October 2008) (PDF)

FINANCIAL OPERATIONS UNIT (FOP)

Objective:

To provide high level stewardship of the Institutes liquid assets, management of payroll, accounts receivable, disbursements, property and assets and Insurance by continuously pursuing effective and efficient informative communication and reporting in accordance with the policy and procedure of the Institute.

Functions:

Banking and Investments To manage, coordinate and monitor all bank accounts of IRRI headquarters and outreach offices.

Responsibilities: maintained by the Institute and communicate with all banks for any bank statement discrepancies. Generate cash position report based on the bank statements, check disbursement ledger and daily deposit reports to be used in monitoring availability of funds for check disbursement and investment decisions. Submit documents and coordinate with the banks regarding the opening of bank accounts for IRRI Headquarter and Outreach stations. Monitor and prepare reports, schedules and communication on existing Institutes investments being maintained in different banks. Prepare proposals for investment renewal as well as analysis prior to investments termination. Prepares term sheet for all Medium Term and Long Term Investment proposals from different investment banks. Review the accuracy of all details of investments and analyze the rate of investment submitted by the bank against the letter/fax instructions of investments signed by the Director for Finance. Generate translator table on US dollar and other foreign currency and encode the foreign exchange rate at the Epicor system to be used for financial statement purposes. Prepare daily exchange rate to be used by the money exchange cashier. Monitor daily balances of Institutes bank accounts and prepare the necessary transfer of funds from one bank to another. Prepares quarterly reports of balances of all the Institutes bank accounts and investments for submission to the Board of Trustees. Prepares Quarterly Cash Flow report for submission to the Board of Trustees. Prepares acknowledgement letters to donors for funds received. Cashiering To provide an in-house banking facility to service the cash requirements of the Institute.

Analyze and verify daily, weekly and monthly bank statements of local and foreign banks being

Responsibilities:

Disburse funds to Institutes clients with strict adherence to prescribed policies and procedures.

Receive collections and remittances from staff, donor and other clients. Provide money exchange service for foreign currency conversion and check accommodation for major currencies. Deposit collections and remittances to IRRI banks. Deposit checks of staff, consultants, scholars and post doctoral fellows to respective bank accounts. Coordinate cash withdrawal and check encashment with the banks. Encode and analyze cash transaction. Generate daily cash position report. Release checks to staff and other clients with specific instructions. Monitor and generate report of stock inventory of all accountable forms, Coordinate payments of IRRI utilities with the banks and government institutions. Accounts Receivable

To manage, monitor, and control accounts receivable-related transactions of IRRI staff, collaborating centers, and other international organizations and institutions in accordance with Institute policies and procedures and generally accepted accounting principles.

Responsibilities:

Ensuring strict adherence to Institutes policies and procedures for travel and receivables

Monitoring and control of employee advances and following up on liquidation matters to ensure efficient and prompt settlement of accounts Management, monitoring, and control of transactions affecting employees personal accounts Ensuring that receivables from collaborating centers and other Institute debtors are properly controlled and in compliance with memoranda of understanding and Institute policies and guidelines Prompt and accurate processing of reimbursements Maintenance and updating of accounts receivable programs Preparation and analysis of financial statements of collaborating centers and other international organizations and institutions Reviewing and monitoring benefits of IRS to ensure strict adherence to IRS personnel policies and procedures Checking and analysis of accountabilities of resigned/terminated staff Disbursements To achieve full compliance with Institute policies and procedures covering purchasing and disbursement.

Responsibilities:

Ensuring that foreign and local supplier invoices, requests for payment, advances, and other related disbursements

are properly processed without delay and properly monitored and controlled in accordance with Institute policies and guidelines Submission of timely and accurate analysis of accounts payable general ledger accounts Proper coordination with Purchasing, Warehouse, and Systems offices as well as with concerned units and end users on all matters affecting payables Prompt attendance to all issues of suppliers and other parties related to Accounts Payable transactions Ensuring completeness of records, agreements, and contracts affecting Institute debtors and suppliers Verifies and checks as to its correctness all supporting documents attached to the Accounts Payable Vouchers such as invoices, request for payment and the appropriate approval of all signatories before preparing the necessary documents for payment. Generate automated checks through the e by Epicor A/P module and transmit them using our on-line banking facilities as follows: Citidirect On-line Banking (previously known as Citibanking)v Citibank prepares and issues the peso checks to our manila-based suppliers. Equitable PCI Fastwritev EPCI prepares and issues the peso checks to our Laguna-based suppliers. Bank of America Host to Hostvo This is used for our dollar disbursements only. Prepare manual checks and the corresponding bank advice as required. Submit these documents to the authorized signatories for signing. Prepare telegraphic/wire transfer and demand draft payments through our Citidirect Online Banking Facility. Prepare or generate Letter of Authority (LOA) for the automated checks, wire transfers and demand draft per on-line banking facilities used. Submit the LOA to the authorized signatories for signing. Payroll Process and prepare monthly payroll of all NRS, ensure accurate encoding of all employee timesheets, maintenance and updating of all permanent loans such as; ECCI, Fund A, SSS loans. This also include prompt submission of payroll reports/payslip to the bank for payment to staff. Coordinate and fund IRS payroll through AIARC. Review calculations of pay, insurance, pension and charges imposed. Calculate the unused leaves of resigning IRS.

Responsibilities: NRS

Responsible for payroll maintenance of all expense accounts with close coordination with Budget office

for identification of proper charging and ensure prompt recording of adjustments. Determine and encode all the necessary deductions/allowances before any payroll processing and check accuracy of data. Responsible for daily back up of payroll system and ensure file recovery in case of job termination.

 Prepare request for payment for payroll fund and all related remittances to third parties such as Pagibig, SSS, Philhealth, Pension Fund, etc. Ensure that all outside reports to government and other agencies are met on due time. Answer queries on SSS matters, Fund A loans, backwages/salary adjustments and other payroll related matter. Coordinate with other staff on the preparation of schedules of all payroll liability accounts and analyze/reconcile all accounted differences. Assist the Payroll-Disbursement supervisor during month-end and year-end closing activities. IRS/IRF/PDF 1. Calculate the payroll, insurance, pension and AIARC charges for booking purposes. 2. Check AIARCs payroll journal and monthly report and reconcile with IRRIs books 3. Prepare the unused leaves of the departing IRS 4. Calculate and update the commitments pertaining to IRS benefits, such as unused leaves and repatriation benefits 5. Prepare the employer-provided benefits needed by the Internal Revenue Service of the US. 6. Issue the annual gross earnings of Filipino IRS Property and Assets To ensure that Institute property and equipment, donor-funded project assets, ongoing capital projects, and inventories are properly monitored and accounted for and safeguarded from losses.

Responsibilities:

Monitoring receipts and subsequent movements of property and equipment to ensure that all assets are properly
recorded, documented, and fully accounted for Assuring completeness of data related to capital assets through maintenance of the asset management module Monitoring warehouse stock movements and capital projects of the Institute Maintaining Finance files and ensuring that accounting records are properly stored and managed. Insurance

To ensure that the Institute is fully covered against risks. The unit is also responsible for monitoring the status of insurance claims. Following are the types of insurance coverage maintained by IRRI:

A) Non-Life Insurance 1. Property All-Risk Insurance The insurance coverage of all IRRI properties including buildings, equipments, machineries, etc. located in both the Institutes research center and staff housing facilities. 2. Motor Vehicle Insurance This includes Compulsory and Extended Third Party Liability, Comprehensive, and Automobile Personal coverage of all IRRI vehicles. 3. Comprehensive General Liability B) Life Insurance 1. Group Life and Personal Accident Insurance This includes coverage for all NRS based at IRRI Headquarters and Outreach Offices 2. Group Life Travel and Personal Accident Insurance This covers all IRRI NRS traveling outside the country on official IRRI business 3. Personal Accident Insurance for IRRI Scholars 4. Personal Accident, and Medical Reimbursement Hospitalization Insurance for IRRI Consultants and Visiting Research Fellows

C) Medical Insurance The medical insurance coverage for 1) NRS and dependents and 2) Scholars are currently under Third Party Administration (TPA). Under this set-up a fund was set up to serve as source for paying medical utilizations of covered members. This fund is carefully monitored by the unit to make certain that it does not go below the required level so as not to affect the availment of this type of coverage. The monitoring function includes checking all medical insurance billings and supporting documents, i.e, LOAs, charge slips and SOAs.

FINANCIAL PLANNING AND REPORTING UNIT Objectives To plan, develop, and carefully administer funding according to the requirements of the Institute as established in the mediumterm plan (MTP), memoranda of agreement, memorandum of understanding, and donor-approved project proposals. To ensure that financial statements, schedules, and reports adhere to Institute policies, CGIAR guidelines, and generally accepted accounting principles. To provide financial information to donors, budget holders, IRRI management, and all other users in a timely and accurate manner. FPR - PLANNING Responsibilities Management of the preparation of the budget for the Institute's MTP and annual funding requests to CGIAR Preparation of Institute budget and providing management with information and materials for review and approval of the Board of Trustees Assistance in the preparation of budget proposals for restricted projects and challenge programs and ensuring that adequate overhead and other costs are fully recovered Budgetary control of personnel services (IRS, international research fellows, postdoctoral scientists, and NRS), monitoring cost allocations of the same, and ensuring that staff time and costs are properly financed Monitoring of budget spending and major currency movements, and undertaking regular variance analysis Maintenance of monthly funding projection based on actual collections and current exchange rates Coordination with Director for Program Planning and Coordination (DPPC) on budget proposals and project extensions Coordination with administration and human resources unit on staff issues Preparation of U.S. annual income tax return of the Institute Distribution of monthly/quarterly summary of general operating costs with analysis on over/underexpenditures and pace of spending Assigning cost center codes in accordance with the coding structure and medium-term plan Maintenance of current estimates that reflect budget realignment required and savings from prior period (for ongoing restricted projects) and new projects Updating historical files of funding, by donor, from inception to current year FPR REPORTING Responsibilities The Reporting Section (RS) is the overall financial coordinator of Institute programs. RS oversees monitoring, accounting, and reporting on financial aspect of projects in compliance with signed memoranda of understanding (MOU) and in accordance with Institute standards. This main function can be further subdivided into two: o Project/budget management Ensures that all expenses are in accordance with MOU and IRRI policies and procedures o Reporting to donors and other internal users Ensures accurate and timely preparation of financial reports Maintenance of a complete record of all pertinent documents of each project in coordination with the Institutes Financial Planning Section and various project leaders to ensure that financial implementation adheres to project agreement and applicable IRRI policies Coordination with donors, collaborators, project leaders, and scientists to clarify financial issues, and give updates on the financial status of projects Review and verification of expenditures of projects (restricted and unrestricted), divisions, centers, and units to ensure adherence to budgetary requirements Proper recording of all legitimate transactions and timely submission of financial reports Comprehensive clearing, review, and verification of the following items to check fund availability and proper account charging of expenses: o Purchase requisitions o Request and authorization for official travel o Request for personnel, professional services, postdoctoral fellows, scholars, and emergency employees, and their extension o Fund transfers Monthly analysis and reconciliation of book and bank balances to account for all project transactions Maintenance of a subsidiary ledger and/or a detailed schedule of selected balance sheets and income statement accounts Checking the completeness of country office expenses and validation of account codes to ensure accuracy of financial reports booking Prompt analysis and reconciliation of country-office accounts Accurate and timely preparation of payroll, allowances, and other entitlements of Board of Trustees, postdoctoral fellows, scholars, trainees, and workshop/meeting participants Assistance in the Institutes annual physical inventory count Preparation of billing/invoices for donors and sponsors Performance of all other related duties that may be assigned from time to time by the supervisor, assistant manager, and manager