Administrative Coordinator I

Job Summary:

The Market, Trade, and Institutions Unit of the International Food Policy Research Institute (IFPRI) seeks an Administrative Coordinator I to provide administrative support. This is a one-year, non-exempt, renewable appointment and is located at IFPRI’s Headquarters in Washington, D.C.

Essential Duties:

Specific duties and responsibilities include but are not limited to:

• Document Support: Edit and/or transcribe reports, manuscripts, and other documents as needed, for the unit staff.
• Project Logistical Coordination: Draft and monitor contracts for collaborators and services.
• Accounting Support: Prepare travel and field expense reports. File & monitor project budgets, collaborator and donor-approved budget expenditures, and sub-contracts.
• Travel arrangement: Prepare hotel and travel requests for staff and visitors, assist in coordinating visa applications, request for itineraries, and issuance of air and/or train tickets, cash advances/honoraria, and preparation of travel expense reports. Coordinate with Travel Office & Accounting for processing travel requests.
• Meetings: Coordinate arrangements for organizing special events, including lunches, meetings, conferences, and other training events. This function will include room reservation, organizing meeting materials, presentation requirements, setting up teleconferences, catering, and taking/taping and/or transcribing minutes of meetings, as needed.
• Appointment schedule & Visitors’ Support: Manage appointment scheduling for Research fellows as requested and provide logistical support for visitors, to include office/hotel reservation, pick-up, and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for brown bag/seminar/presentation.
• Contact Data Base Support: Maintain various administrative/unit database including Collaborator & Project main list, staff contact/emergency file, and other master files.
• Outposted Staff Administrative Support: Provide administrative support to outposted staff, as applicable.
• Mail Support: If requested, manage incoming & outgoing mail and monitor equipment inventory.
• Perform other duties as assigned.

  Required Qualifications:

  • Bachelor's degree; or Associate's degree plus three years of relevant experience; or high school diploma plus four years of relevant experience.
  • Excellent oral and written English language skills.
  • Solid composition, grammar and proofreading skills with the ability to compose correspondence.
  • Demonstrated experience handling confidential matters.
  • Demonstrated expertise with financial information.
  • Familiarity with monitoring/managing project budgets and contracts.
  • Demonstrated proficiency with computers: Experience with MS Office, especially Microsoft Word, Outlook, Excel and PowerPoint required.
  • Excellent typing skills required; 50-65 wpm preferred.
  • Demonstrated ability to work productively within a multi-cultural team environment.
  • Ability to handle multiple tasks and prioritize work responsibly with minimal supervision.
  • Demonstrated ability to pay attention to detail and follow-through to closure.
  • Demonstrated experience working in a fast-paced work environment.

    Preferred Qualifications:

    • Proficiency in a second language of the U.N. system

      Physical Demand & Work environment:

      • Employee will sit in an upright position for a long period of time with little opportunity to move/stretch.
      • 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.

        The International Food Policy Research Institute (IFPRI) is an equal employment opportunity employer - F/M/Disability/Vet/Sexual Orientation/Gender Identity