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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 Global Engagement, Partnership and Resource Mobilization (GPR) Division is part of the External Relations and Governance Department (ERG) and has a specific focus on global engagement, partnerships (including with the private sector, foundations, bilateral and multilateral organizations), and on driving the resource mobilization efforts with traditional and non-traditional donors and partners. Within this framework, the GPR Division addresses three main functions: (i) Global engagement and multilateral relations; (ii) South-South and Triangular Cooperation (SSTC); and (iii) replenishment, resource mobilization and advocacy.ย
The mission of the Global Engagement, Partnership and Resource Mobilization Division (GPR) is to enhance IFAD's contribution to inclusive and sustainable rural transformation and Agenda 2030 through strengthening global engagement, partnerships, and resource mobilization.ย
The Office Assistant works under the direct supervision of Chief, Americas Liaison Office (ALO).
Applicants for National positions at General Service level must be legally authorized to live and work in the country of recruitment at the time of application. Any job offer is subject to evidence from the candidate to have obtained and be able to maintain the legal status to live and work in the country of recruitment.
Job Role ย
The Office Assistant is accountable for the management of administrative services and workflows at departmental or divisional level, including business support, resource management and planning and office communications. The incumbentย executes and manages processes and transactions ensuring efficient and high quality and accuracy of work to enhance the smooth running of the organizational unit and its workflow and management of information.
In particular, the incumbent is accountable for communications, operational and secretarial support services to enhance the smooth running and its workflow and management of information for ALO, which includes offices in New York and Washington.
Key Functions and Results ย
- BUSINESS SUPPORT TO AVP or DIRECTOR: The Office Assistant organizes and manages the office business and support to the AVP or Division Director, to ensure integrity and adherence to established rules and procedures. Accountabilities typically include but are not limited to:
- Maintaining the supervisor`s calendar and managing their travel arrangements;
- Preparing briefing materials for official trips or meetings;
- Drafting responses to written inquiries on routine and non-routine queries and coordinating responses to sensitive or complex issues;
- Liaising with internal (HQ and field) and external clients for the smooth functioning of business operations;
- Organizing the logistics of internal and external meetings/committees;
- Reviewing all correspondence and official documents for style, factual and grammatical accuracy, as well as conformance with established guidelines and procedures;
- Preparing the submission of correspondence for the supervisor`s signature.
- RESOURCE MANAGEMENT AND PLANNING: The Office Assistant contributes in the planning and delivery of the divisional/departmental work plan(s) and budget. Accountabilities typically include but are not limited to:
- Consolidating, monitoring and administering departmental/divisional budgets including regular and non-regular budgets;
- Assessing budget trends and future requirements;
- Preparing and delivering presentations and reports on budget utilization if required;
- Originating and/or administering the procurement of goods and services (e.g. non-staff recruitments, commercial and non-commercial entity contracts);
- Coordinating divisional or departmental work plan(s) and generating regular reviews and final reporting;
- Initiating HR-related actions for recruitment/contract extension and ensuring timely and efficient completion of actions.
- DIVISIONAL/DEPARTMENTAL OUTPUTS AND ACTIVITIES: The Office Assistant is responsible for ensuring timely submissions by staff of reports, correspondence and documentation within stipulated deadlines, as well as adherence to corporate standards and processes. Accountabilities typically include but are not limited to:
- Coordinating work flows for divisional/departmental documents/correspondence going to or through the AVP or Division Director;
- Effecting quality checks of official documents/correspondence;
- Ensuring organization and logistics for meetings and events;
- Providing guidance on corporate administrative processes, through induction and briefing/debriefing of staff and consultants;
- Coordinating work of junior staff assigned to the office;
- Ensuring proper office management of goods and tools for an effective running office;
- Coordinating divisional travel plans.
- Recording divisional absences.
- DIVISIONAL/DEPARTMENTAL COMMUNICATIONS AND INFORMATION MANAGEMENT: The Office Assistant coordinates the communication and workflow of the office of the AVP or Division Director to ensure the effectiveness, efficiency and timeliness of office operations and outputs. Accountabilities typically include but are not limited to:
- Maintaining the office filing and reference systems, both traditional and digital;
- Ensuring the inter/intra-net websites are up to date and accurate;
- Maintaining and updating corporate IT platforms.
- MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the management of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.
ย - COMMUNICATIONS AND WORKFLOW: Organizes and facilitates the communications and workflow of the organization to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:
- focal point for IFAD on all administrative issues in the UN DC group and represent IFAD in meetings with the UN agencies in Washington regarding similar issues
- manages incoming and outgoing correspondence, e-mails and telephone calls
- researches background documentation in support of ALO staff
- communicates sensitive information to higher level managers provides information pertaining to the work of ALO hub
- OPERATIONAL SUPPORT: Organizes and facilitates the ALO's work to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include:
- responsible for planning and organizing events related to IFAD President and Senior Management's mission in Washington and New York, which includes providing support in securing bilateral meetings
- performing ERP data entry and reporting activities with functional role as originator
- adapting internal procedures and tracking systems for correspondence and documents
- verifying work is completed in accordance with IFAD standards and within established deadlines
- monitoring work progress and priority cases
- identifying and extracting information from various sources and prepares briefing notes.
- OFFICE SUPPORT: Ensures the full range of office support to ALO staff. Accountabilities typically include:
- responsible for management of ALO staff travel, and provide necessary support to IFAD colleagues when traveling to and within the US
- assists colleagues from other divisions in events taking place in the US, which includes arranging facilities, venue, catering, and other aspects.
- responsible for drafting of communications to HQ on a range of administrative and related issues
- responsible for keeping a clean record of inventory (both Washington and New York)
- focal point for ALO of IT support services and equipment
- maintains common services to ensure integrated activities in common services shared with other UN agencies
- provides support to ALO staff in the preparation of briefing materials for official trips or meetings
- drafts responses to written inquiries on routine and non-routine questions
- coordinates responses to sensitive inquiries by maintain and further augmenting the reputation of the Chief, ALOโs office through professional, friendly, timely, diplomatic, and respectful interactions.
- follows up on established deadlines and ensures timely submissions by staff of reports, correspondence and other documents
- MANAGERIAL FUNCTIONS: Accountabilities typically include:
- Performing the function of a Budget Assistant for ALO hub, including:
- Submitting budget requests and analyzes budget performance throughout the year
- Preparing cost estimates for special projects/events
- Responsible for all ALO budget related issues and ensures availability of budget, conforming to administrative rules and regulations
- Acting as focal point for clean-up of Purchase Orders, accruals and other quarterly and year-end activities
- Contributing to the preparation and strategic justification of the annual office budget, work plans and other reports; submits the agreed budget
- Budgetary and financial operations responsibility including โ
- Managing payments directly to vendors and negotiates with service providers on behalf of ALO
- Authorizing purchase of goods against budget and keeps track of expenditures.ย
- Coordinates with other divisions at IFAD on payments due to the UN HQ in New York for services and goods rendered related to various events hosted by different divisions.
- Acts as internship coordinator, evaluates and supervises interns' work schedule and availability (virtually and in person) in the office.
- Performing the function of a Budget Assistant for ALO hub, including:
- MANAGERIAL FUNCTIONS: Accountabilities typically include:
- OFFICE SUPPORT: Ensures the full range of office support to ALO staff. Accountabilities typically include:
- OPERATIONAL SUPPORT: Organizes and facilitates the ALO's work to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include:
- MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the management of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.
- DIVISIONAL/DEPARTMENTAL COMMUNICATIONS AND INFORMATION MANAGEMENT: The Office Assistant coordinates the communication and workflow of the office of the AVP or Division Director to ensure the effectiveness, efficiency and timeliness of office operations and outputs. Accountabilities typically include but are not limited to:
- DIVISIONAL/DEPARTMENTAL OUTPUTS AND ACTIVITIES: The Office Assistant is responsible for ensuring timely submissions by staff of reports, correspondence and documentation within stipulated deadlines, as well as adherence to corporate standards and processes. Accountabilities typically include but are not limited to:
- RESOURCE MANAGEMENT AND PLANNING: The Office Assistant contributes in the planning and delivery of the divisional/departmental work plan(s) and budget. Accountabilities typically include but are not limited to: