Administrative and Finance Assistant

Job Posting Organization:
The International Food Policy Research Institute (IFPRI) is a global research institution that aims to provide evidence-based solutions to reduce poverty and end hunger and malnutrition. Established in 1975, IFPRI operates in over 40 countries and employs a diverse team of researchers, policy analysts, and support staff. The organization focuses on agricultural policies, security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, and nutrition, working closely with governments, NGOs, and other stakeholders to influence policy decisions and improve food systems worldwide. IFPRI's mission is to provide research-based policy solutions that promote sustainable food systems and improve the livelihoods of vulnerable populations.

Job Overview:
The Administrative and Finance Assistant position within the Development Strategies and Governance Unit (DSGU) at IFPRI is a critical role that supports the operational and financial management of the Agriculture, Food and Nutrition Policy Support Program (PNG-AFNP) in Papua New Guinea. This one-year, renewable position is designed for a qualified candidate who will assist in various administrative and financial tasks essential for the smooth functioning of the program. The successful candidate will be responsible for monitoring consultant agreements, liaising with program collaborators on finance and administrative issues, and preparing financial reports. The role requires a detail-oriented individual who can manage multiple tasks efficiently and work independently with minimal supervision. The position also involves maintaining electronic records, scheduling meetings, and providing support in document preparation, making it vital for the overall success of the program.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Assistant include, but are not limited to:

• Monitoring consultant collaborative agreements and serving as a liaison between program collaborators and finance/administrative issues.
• Preparing monthly financial reports and providing analysis" style="border-bottom: 1px dotted #007bff !important;">financial analysis reports on projects.
• Assisting in processing invoices and updating the invoice list database on a weekly basis.
• Following up on signing agreements and invoices to ensure timely processing.
• Completing expense reports from collaborators and reviewing staff-completed expense reports for accuracy.
• Scanning documents for .pdf storage and ensuring accessibility of important files.
• Providing occasional assistance with PowerPoint and Word documents as needed.
• Scheduling meetings and maintaining an electronic calendar and contact list for the program team.
• Completing other administrative, finance, and operational tasks as assigned by the Program Leader.

Required Qualifications:
The required qualifications for the Administrative and Finance Assistant position include:

• A High School Diploma and at least one year of relevant professional experience in administrative or finance roles.
• High proficiency with computers, particularly in MS Office applications such as Outlook, Excel, and Word.
• Excellent English language skills, both written and verbal.
• Demonstrated administrative experience, showcasing the ability to manage tasks effectively.
• A solid understanding of simple accounting procedures and financial reporting.
• Strong organizational skills with the ability to prioritize tasks and work responsibly with minimal direction and supervision.
• Detail-oriented mindset with a commitment to following through on tasks to completion.
• Ability to adapt to unexpected urgent matters and handle confidential information responsibly.

Educational Background:
The educational background required for this position includes a High School Diploma. While a higher level of education may be preferred, the emphasis is on relevant professional experience and proficiency in administrative and finance-related tasks. Candidates with additional certifications in office management or finance may have an advantage in the selection process.

Experience:
Candidates are expected to have at least one year of relevant professional experience in administrative or finance roles. Experience working in an international setting is preferred, as it demonstrates the ability to navigate diverse work environments and collaborate with various stakeholders effectively. Familiarity with project management and office management software is also advantageous.

Languages:
The mandatory language requirement for this position is excellent English language skills. Additionally, proficiency in Tok Pisin is preferred, as it may enhance communication with local stakeholders and collaborators in Papua New Guinea. Knowledge of other languages may also be beneficial but is not required.

Additional Notes:
This position is a one-year, renewable contract based in Port Moresby, Papua New Guinea. The role is full-time, and candidates should be prepared to work in a dynamic environment that may require flexibility in task management. The organization values diversity and encourages applications from individuals with varied backgrounds. Compensation and benefits will be discussed during the interview process.