Short-Term Administrative Assistant

Job Posting Organization:
The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized agency of the United Nations. Established in 1977, IFAD is dedicated to eradicating rural poverty and hunger by investing in rural people. The organization finances programs and projects that enhance agricultural productivity and increase rural incomes. It also advocates for policies that contribute to rural transformation at local, national, and international levels. IFAD operates in numerous countries around the world, focusing on improving the livelihoods of rural populations and ensuring security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. The organization employs a diverse workforce and is committed to fostering an inclusive environment that values diversity and equity.

Job Overview:
The position of Short-Term Administrative Assistant is designed to provide operational support and clerical services to ensure the smooth functioning of the office at IFAD's Headquarters in Rome, Italy. The role is under the supervision of an Administrative Associate or a Professional staff member, and the incumbent will be responsible for a variety of administrative tasks that facilitate the daily operations of the office. This includes data entry, maintaining correspondence logs, making travel arrangements, and preparing reports. The Short-Term Administrative Assistant will also be expected to handle a significant volume of work accurately and efficiently, demonstrating strong organizational skills and the ability to manage time effectively. The position is temporary and does not carry any expectation of extension or conversion to a permanent role, emphasizing the need for flexibility and adaptability in a dynamic work environment.

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

• Operational Support: Providing operational support to higher-graded staff, including data entry and reporting activities, maintaining logs for correspondence, distributing materials, and managing office supplies.
• Office Support: Offering clerical support such as typing and formatting documents, drafting correspondence, preparing briefing materials, proofreading documents, and reviewing supporting documents for administrative actions.
• Managerial Functions: Ensuring integrity and transparency in the use of IFAD resources, including equipment and supplies.
• Communication: Engaging in routine exchanges of information with colleagues and external contacts, responding to inquiries, and facilitating travel and procurement processes.
• Performance Monitoring: Reporting any discrepancies or inconsistencies to supervisors and ensuring the accurate completion of assigned tasks.
• Team Collaboration: Contributing effectively to team efforts and maintaining effective working relationships with colleagues from diverse backgrounds.

Required Qualifications:
The required qualifications for the Short-Term Administrative Assistant position include:

• Education: Secondary school education is mandatory.
• Experience: A minimum of two years of secretarial and/or administrative support experience is required. Candidates should provide detailed descriptions of their administrative duties in their employment records.
• Skills: Proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook) is essential. Familiarity with corporate electronic databases and systems is considered an asset.
• Personal Attributes: Candidates should demonstrate strong problem-solving abilities, effective communication skills, and the capacity to work under pressure while maintaining confidentiality and discretion.

Educational Background:
Candidates must possess at least a secondary school education. Higher educational qualifications may be advantageous but are not mandatory for this position. The emphasis is on practical experience and the ability to perform administrative tasks effectively.

Experience:
Candidates should have at least two years of relevant experience in secretarial or administrative support roles. This experience should include a variety of administrative tasks that demonstrate the candidate's ability to manage office functions efficiently and effectively. Experience in an international organization or similar environment is a plus.

Languages:
The mandatory language requirement for this position is excellent proficiency in English. Additionally, a working knowledge of any other IFAD official language (Arabic, French, or Spanish) is considered a distinctive asset. Knowledge of the Italian language is also beneficial, given the location of the position in Rome.

Additional Notes:
The position is a short-term appointment, with specific conditions regarding the duration of employment. Short-term appointments may not exceed 11 continuous calendar months, and there is a mandatory six-month cooling-off period after 44 cumulative months of service. The role is locally recruited, meaning candidates must have the legal status to live and work in Italy. Applicants must be between 18 and 64 years old and nationals of an IFAD Member State. The organization emphasizes diversity and inclusion, ensuring equal opportunity for all applicants regardless of background. Compensation details can be found on IFAD's website, and candidates are encouraged to use the ICSC compensation calculator to estimate their salary and benefits.