Administrative Assistant (FO4Programmes)

Job Posting Organization:
The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency established to eradicate rural poverty and hunger. IFAD focuses on investing in rural people, financing programs and projects that enhance agricultural productivity and raise rural incomes. The organization advocates for policies that contribute to rural transformation at local, national, and international levels. IFAD operates globally, with a mission to improve the livelihoods of rural populations, and has been active since its establishment in 197

• It employs a diverse workforce and collaborates with various stakeholders across multiple countries to achieve its goals.

Job Overview:
The Administrative Assistant (FO4Programmes) plays a crucial role in providing comprehensive administrative support for the FO4Programmes-related activities. This position involves managing grant management, procurement, travel arrangements, knowledge management, and donor reporting. The Administrative Assistant is responsible for ensuring that tasks are completed on time, maintaining accurate documentation, assisting with basic financial tracking, and coordinating logistical arrangements. The incumbent will also facilitate communication among regional teams, contributing to the smooth and efficient implementation of programme activities. This role requires a thorough understanding of administrative processes and the ability to work collaboratively within a team to support the overall objectives of the FO4Programmes.

Duties and Responsibilities:

• Communications and Workflow: Manage incoming and outgoing correspondence, emails, and telephone calls; research background documentation; communicate routine and non-routine information; maintain the supervisor's calendar; establish and maintain office filing and reference systems; ensure the accuracy of inter/intra-net websites.
• Operational Support: Facilitate the work of the team by ensuring adherence to established rules and procedures; perform ERP data entry and reporting; verify work completion according to IFAD standards; monitor work progress; organize meetings and workshops; administer staff attendance and leave; prepare briefing notes.
• Secretarial Support: Provide clerical support including typing and formatting documents; draft standard correspondence; prepare briefing materials for meetings; proofread outgoing correspondence; review supporting documents for administrative actions.
• Managerial Functions: Ensure integrity, transparency, and equity in the use of assigned IFAD resources; support the day-to-day management and monitoring of grants; assist in tracking grant disbursements and maintaining accurate records; support the procurement of goods and services; organize programme-related meetings and events; maintain organized records in xDesk/SharePoint.

Required Qualifications:
The ideal candidate should possess a high school diploma and have at least three years of general office and/or clerical experience. Proficiency in MS Word, Excel, PowerPoint, and other IFAD software such as SharePoint is essential. Knowledge of integrated management information systems is an asset. Experience in administrative services, finance, and accounting is also required. The candidate should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Educational Background:
A high school diploma is required for this position. Additional qualifications or certifications in administration, finance, or related fields may be advantageous but are not mandatory. Candidates with higher educational backgrounds may be considered favorably, especially if they have relevant experience in similar roles.

Experience:
Candidates should have a minimum of three years of relevant experience in general office and/or clerical roles. Experience in administrative services, finance, and accounting is highly desirable. Familiarity with IFAD's operational procedures and systems will be considered an asset. The candidate should demonstrate the ability to work in a fast-paced environment and manage competing priorities effectively.

Languages:
Proficiency in English is required, with a minimum proficiency level of 4 (Excellent). Knowledge of French and/or Spanish is desirable and will be considered an asset for this position. Candidates should be able to communicate effectively in both written and spoken forms in the required languages.

Additional Notes:
This position is a co-terminus appointment, meaning it is subject to a limited duration based on project funding. The successful candidate will be offered a co-terminus appointment, which may last up to seven years, including any extensions, contingent upon the availability of funding and operational needs. The role is based in Rome, Italy, and applicants must be legally authorized to live and work in Italy at the time of application. IFAD is an Equal Opportunity Employer and adheres to a strict policy against discrimination based on various factors, including ethnicity, gender, and disability. The organization offers a competitive remuneration package, and applicants are encouraged to use the ICSC compensation calculator to estimate their salary and benefits.