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The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, andย advocates at the local, national and international level for policies that contribute to rural transformation.
The Strategy and Knowledge Department (SKD) provides expert guidance on IFAD's strategic direction, thematic priorities and technical quality of IFADโs operations. It plays a critical role in providing technical expertise to operational teams to enhance development effectiveness, by generating ย and ย disseminating IFADโs development knowledge and evidence on strategic themes, and encouraging innovative application of cutting-edge global knowledge and evidence in IFAD investments to support countries tackle their most complex development challenges in fostering inclusive and sustainable rural transformation. SKD is composed of the (i) Environment, Climate, Gender and Social Inclusion Division (ECG); the (ii) Sustainable Production, Markets and Institutions Division (PMI); and the (iii) Research and Impact Assessment Division (RIA).
ECG is composed of two clusters: (i) Environment and Climate Change Cluster; (ii) and the Social Inclusion Cluster. ECG takes the lead in integrating cross-cutting themes of environment and climate, nutrition, gender, youth, and indigenous peoples into IFAD's portfolio, with the aim of strengthening the quality and impact of IFADโs operations. ECG also contributes to the generation of evidence and knowledge on these themes, and facilitates their use in IFAD-funded projects and activities. In addition, ECG provides guidance and support to ensure the inclusion of marginalized groups, particularly women, indigenous peoples and rural youth, into IFAD operations. Addressing environmental, biodiversity and climate change issues are inseparable from IFADโs mission to overcome poverty.
The position is located in ECG division and the incumbent works under the direct supervision of a more senior Administrative Assistant or a professional or a senior professional staff member.
Job Role ย
The Administrative Assistant is accountable for operational support and clerical services to assist in the smooth running of the technical division.
Position specifics: The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the ECG team and its workflow and management of information. Communications & Workflow.
Key Functions and Results ย
1.OPERATIONAL SUPPORT: The Administrative Assistant provides operational support to Senior Office Staff. Accountabilities typically include:ย
(i) ERP data entry and reporting activities as originator;
(ii) Maintaining correspondence logs for incoming and outgoing correspondence;ย
(iii) Distributing incoming correspondence, reports and other materials;ย
(iv) Managing the generic office e-mail account;ย
(v) Receiving telephone calls and visitors, referring them to the appropriate source;ย
(vi) Making travel arrangements;ย
(vii) Assisting in preparing periodic reports, extracting information and preparing statistical tables;ย
(viii) Maintaining the office filing and reference systems, both traditional and digital;ย
(ix) Maintaining office supplies stock; (x)Uploading content to inter/intra-net websites.ย
2. OFFICE COMMUNICATIONS AND INFORMATION MANAGEMENT: The Administrative Assistant supports communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:ย
(a) Managing incoming and outgoing correspondence, e-mails and telephone calls;ย
(b) Researching background documentation;ย
(c) Communicating routine and non-routine information to the team;ย
(d) Maintaining the supervisorโs calendar;ย
(e) Providing support to knowledge building and information sharing in the organizational unit through participation in appropriate trainings on administration for operations/project staff;ย
3. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.
Key Performance Indicators ย
Administrative Assistants typically report to a higher-level Assistant or Associate. The work is standard and repetitive in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the complete and accurate performance of assigned, recurring activities. The incumbent brings any inconsistencies or discrepancies to the attention of the supervisor or responsible specialist. ย
Working Relationships ย
Administrative Assistants are accountable for the exchange of routine information with counterparts within IFAD. Routine exchange of information within the Fund includes arranging travel, procurement and information technology support. Typical contacts within the division, office or department as well as external contacts consist of responding to basic inquiries.
Job Profile Requirements ย
Organizational Competencies:
Level 1:
Building relationships and partnerships - Builds and maintains effective working relationships Communicating and negotiating - Communicates effectively; creates understanding between self and others Demonstrating leadership - Personal leadership and attitude to change Focusing on clients - Focuses on clients Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates Managing performance and developing staff - Managing time, resources and information - Manages own time, information and resources effectively Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability Strategic thinking and organizational development - Personal influence Team working - Contributes effectively to the teamEducation:
Level - High school diplomaย Areas - Social Studies, Math, English language arts, EconomicsExperience:
At least three (3) years of progressively relevant experience is required. Position-specific experience: Experience in general office and/or clerical experience is highly desirable.ยLanguages:
Required English (4 โ Excellent)ย Desirable: French, Spanish, or Arabic (3 โ Good)ยSkills:
Budgeting, resource management: Know-how in budget administration and accounting, resource allocation and planning at divisional level Logistics management: Know-how in logistics support specific to position, such as Travel Management (including travel arrangements, visa administration, etc.), Event organization (e.g. organization of conferences, (virtual) meetings, retreats, trainings), etc. Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.) Topical expertise - Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines) Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams Basic ICT & digital fluency: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.) Client orientation: Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters) Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants) Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategiesOther Information ย
* This is a two-year fixed-term co-terminus position fully financed with supplementary funds. Contract renewal depends onย funding availability and/or duration of the project. There is no guarantee of renewal or conversion into another kind of contract.
IFAD staff members are international civil servants subject to the authority of the President of IFAD. In accordance with IFAD's Human Resources Policy, the President can decide to assign them to any of the activities of the Fund. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.
IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation.
Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org.
In the interest of making most cost-effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.