Job Summary
The International Food Policy Research Institute (IFPRI) seeks an Administrative Coordinator II for its Transformation Strategies (TS) Department. This position will work across the units within the TS department in providing support with travel organization, contract drafting & monitoring, revision of deliverables, financial reports and invoices; workshops, edit narratives; close contracts and projects. This non-exempt position is considered a one-year, renewable appointment and is located at IFPRIโs Headquarters in Washington, D.C.
Essential Duties and Responsibilities
Project Logistical Coordination: Provide logistical coordination for project activities, to include drafting and monitoring of project sub-contracts, for complex Divisional projects. Monitor deadlines and coordinate the receipt of collaborator deliverables and submission of donor deliverables as requested. Document Support: Edit and/or transcribe reports, manuscripts, proposals, and other documents as needed. Draft routine correspondence as needed for division staff. Accounting Support: Prepare travel and field expense reports. File & monitor project budgets, collaborator and donor-approved budget expenditures, and sub-contracts. Submit and monitors collaborator invoices upon submission/approval of deliverables. Monitor weekly divisional payments and submits 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). Travel arrangement: Prepare hotel and travel requests for staff and visitors, assist in coordinating visa applications, requests 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 teleconference, catering and taking/taping and/or transcribing of minutes of meeting, as needed. Appointment schedule & Visitorsโ Support: Manage appointment scheduling for Research Fellows as requested and provide logistical support for visitors: including office/hotel reservation, pick-up and return of office keys, computer connections, assigning office name tag/labeling, and arranging for brown bag/seminar/presentation. Contact Data Base Support: Maintain various administrative/divisional database including Collaborator & Project main list, staff contact/emergency file, and other master files. Outposted Staff Administrative Support: Provide administrative support to outposted Divisional staff, as applicable. 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. Perform other duties as assigned, eg.: Coordinate the yearly calendar order. Maintain the mailbox assignment updated. Assist other Admin Staff in the Division / Assist in processing contracts as needed.Required Qualifications:
Preferred Qualifications:
Proficiency in a second language of the U.N. systemPhysical Demand & Work environment:
Employee will seat in an upright position for an extended period 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.