Administrative Assistant - part time 50%, LEG Division (1 position)
|Vacancy Announcement Number||1859|
|Date of Issue||28/11/2019|
|Deadline for Applications||12/12/2019|
|Organizational Unit||Office of General Counsel|
|Duration of Assignment||2-year|
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
Under the supervision of a more senior Administrative Assistant or a professional or a senior professional staff member, the Administrative Assistant is accountable for communicatitons, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. The accountabilities/key results expected are:
- communications & workflow
- operational support
- secretarial support
- managerial functions
Key results expected / Major functional activities
1. COMMUNICATIONS & WORKFLOW: Organizes and facilitates the communications and workflow of the organization to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating sensitive information to higher level managers; providing routine information pertaining to the work of the division/office; maintaining the supervisor’s calendar; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.
2. OPERATIONAL SUPPORT: Organizes and facilitates the work of the division/office to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include 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; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes.
3. OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature; and may make informal translations of correspondence.
4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.
Impact of Key results / Key performance indicators
Administrative Assistants at the GS-4 level typically report to senior professional staff member or to a team leader; therefore the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. 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 and accurate performance of assigned activities.
Representation / Work relationships
Administrative Assistants at the GS-4 level typically are accountable for the exchange of routine, and less frequently non-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 contracts consist of responding to inquiries.
- Strategic thinking and organizational development: Personal influence (Level 1)
- Demonstrating Leadership: Personal leadership and attitude to change (Level 1)
- Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates (Level 1)
- Focusing on clients: Focuses on clients (Level 1)
- Problem solving and decision making: Demonstrates sound problem solving and decision making ability (Level 1)
- Managing time, resources and information: Manages own time, information and resources effectively (Level 1)
- Team Work: Contributes effectively to the team (Level 1)
- Communicating and negotiating: Communicates effectively: creates understanding between self and others (Level 1)
- Building relationships and partnerships: Builds and maintains effective working relationships (Level 1)
- Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as Sharepoint; knowledge of integrated management information systems required.
- Good knowledge of IFAD administrative policies and procedures.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors;
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.
- Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Minimum recruitment qualifications
- Secondary school education is required.
- At least three (3) years of progressively responsible secretarial and/or administrative experience.
- Excellent written and verbal communication skills in English. Working knowledge of another official language (Arabic, French, or Spanish) is desirable.
- Successful pass of the skill-check test is required.
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.
The position is located in Rome. Successful candidates will be hired with local appointment conditions on a local-hire basis only and need to possess a valid document authorizing them to reside and work in Rome when they take up the appointment.