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  • Organization: IFAD - International Fund for Agricultural Development
  • Location: Rome
  • Grade: GS-3, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2019-07-28

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Administrative Assistant (Front Office/Operations)

Rome (Italy)

Vacancy Announcement Number 1789
Date of Issue 12/07/2019
Deadline for Applications 28/07/2019
Organizational Unit Envir. Climate Gender & Incl.
Level G-3
Duty Station ROME
Duration of Assignment 2 years

Organizational context

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, and  advocates at the local, national and international level for policies that contribute to rural transformation.


Post's organizational accountability

The Strategy and Knowledge Department (SKD) provides expert guidance on IFAD's strategic direction, thematic priorities and technical quality of IFAD’s operations. It works in close collaboration with other IFAD divisions and cooperates with leading development institutions and decision-makers to spearhead efforts to systematize knowledge from IFAD-funded programmes. It plays a critical role in providing technical expertise to operational teams to enhance development effectiveness, by generating and disseminating IFAD’s development knowledge and evidence on strategic themes and encouraging innovative application of cuttingedge global knowledge and evidence in IFAD investments to support countries tackle their most complex development challenges in fostering inclusive and sustainable rural transformation.

Under the supervision of the Director or the Office Associate, the Administrative Assistant (Front
Office/Operations) is accountable for operational support and clerical services to assist in the smooth running of the technical division. The accountabilities/key results expected are:

1. Tracking of operational activities
2. Secretarial and logistical support to Director
3. Operational support and office management
4. Office communications and information management
5. Managerial functions


Key results expected / Major functional activities

1. TRACKING OF OPERATIONAL ACTIVITIES: The Administrative Assistant (Front Office/Operations) supports the Technical Director in tracking operational activities for the timely and efficient involvement of the technical division in programme delivery. Accountabilities typically include:

  •  Monitoring corporate calendars and systems to identify upcoming project-related activities;
  •  Maintaining database of relevant thematic project-results to facilitate reporting;
  •  Maintaining a front office tracking system of technical staff involvement in investment projects and grants;
  •  Facilitating smooth interactions between technical division, regional divisions and SKD Front Office;
  •  Maintaining calendar for project design review meetings, ensuring timely submission of comments;
  •  Maintaining documents records on xdesk.

2. SECRETARIAL AND LOGISTICAL SUPPORT TO DIRECTOR: The Administrative Assistant (Front Office/Operations) provides a broad range of office support. Accountabilities typically include:

  •  Maintaining the Director calendar and managing his/her travel arrangements;
  •  Protocol liaison function with internal (HQ and field) and external clients;
  •  Drafting routine correspondence;
  •  Preparing briefing materials for official trips or meetings as requested;
  •  Formatting a variety of materials in draft or final form including correspondence, reports, official documents, charts and graphs;
  •  Proofreading correspondence and official documents for grammatical accuracy and formatting and assuring all attachments are include.

3. OPERATIONAL SUPPORT AND OFFICE MANAGEMENT: The Administrative Assistant (Front Office/Operations) provide a broad range of operational support. Accountabilities typically include:

  •  ERP data entry for multiple nature transactions and reporting activities as originator and administering the relevant contracts;
  •  Assisting in preparing periodic reports, extracting information and preparing statistical tables;
  •  Making travel arrangements and maintaining Divisional travel plan;
  •  Supporting the submission of documentation for high-level discussions or decisions;
  •  Reviewing supporting documents for processing a variety of administration actions/requests;
  •  Maintaining availability of Divisional goods and access to corporate tools for an effective running office.
  •  Supporting in the effective organization and logistics of meetings and events.

4. OFFICE COMMUNICATIONS AND INFORMATION MANAGEMENT: The Administrative Assistant (Front Office/Operations) supports communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:

  •  Managing distribution of incoming and outgoing correspondence (including reports and other material), e-mails, generic office e-mail account(s), and telephone calls;
  •  Researching background documentation;
  •  Communicating routine and non-routine information to the team;
  •  Providing support to knowledge building and knowledge sharing in the organizational unit through participation in appropriate trainings on administration for operations/project staff;
  •  Maintaining correspondence logs for incoming and outgoing correspondence;
  •  Maintaining the office filing and reference systems, both traditional and digital;
  •  Uploading content to inter/intra-net websites;
  •  Maintaining and updating corporate IT platforms.

5. MANAGERIAL FUNCTIONS: The Administrative Assistant is accountable for integrity, transparency and equity in the personal use of assigned IFAD resources, including equipment, and supplies.


Impact of Key results / Key performance indicators

Administrative Assistants at the GS-3 level typically report to a more senior Administrative Assistant, Administrative Associate or a senior professional or a professional staff member. In the cases of front offices, it may happen that a G-3 level administrative assistant reports to a Director or AVP. The work is standard 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 timely, complete and accurate performance of assigned activities. S/He brings any inconsistencies or discrepancies to the attention of the supervisor responsible specialist.


Representation / Work relationships

Administrative Assistants at the GS-3 level typically 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.


Competencies

Organizational

  •  Strategic thinking and organizational development: Personal influence
  •  Demonstrating Leadership: Personal leadership and attitude to change
  •  Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
  •  Focusing on clients: Focuses on clients
  •  Problem solving and decision making: Demonstrates sound problem solving and decision-making ability
  •  Managing time, resources and information: Manages own time, information and resources effectively
  •  Team Work: Contributes effectively to the team
  •  Communicating and negotiating: Communicates effectively: creates understanding between self and others
  •  Building relationships and partnerships: Builds and maintains effective working relationships

Technical/Functional

  • Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset.
  • Ability to handle a large volume of work accurately under time pressure. Ability to maintain accurate and precise records.
  • Ability to deal patiently and tactfully with visitors; ability to handle confidential information with discretion.
  • Good drafting skills, including grammar and spelling.
  • Ability to work effectively with people of different national and cultural background.
  • Ability to work in a team environment to achieve common goals

Minimum recruitment qualifications

Education:

  •  Secondary school education is required. Further studies will be an asset.

Experience:

  •  At least two (2) years of general office and/or clerical experience.

Language requirements:

  • Excellent written and verbal communication skills in English. Working knowledge of another official language (Arabic, French, or Spanish) is desirable. Fluency in French or Spanish is an asset.

Other information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

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

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.


Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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