Office Assistant (GPR ALO Office)

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 it advocates at the local, national and international level for policies that contribute to rural transformation. IFAD’s headquarters is in Rome, Italy. The mission of the Global Engagement, Partnership and Resource Mobilization Division (GPR) is to enhance IFAD’s contribution to inclusive and sustainable rural transformation and Agenda 2030 through strengthening global engagement, partnerships, and resource mobilization. GPR endeavours to achieve the following goals:

• Increased resource mobilization through innovation, stronger diverse partnerships
• Strengthening of IFAD’s visibility, outreach and reputation
• Strengthening of IFAD’s global policy influence and advocacy
• Stronger mutual engagement with member state

Post's organizational accountability

Under the supervision of the Chief of the ALO Hub Office, the Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running and its workflow and management of information for ALO, which includes offices in New York and Washington. The accountabilities/key results expected are:

• Communications & Workflow
• Operational Support
• Secretarial Support

This Administrative Assistant post also requires the performance of specialized administrative/programme functions (budget, programme finance, programme support) for a minimum of 50% of the time, which are not covered this Generic Job Profile (GJP)

Key results expected / Major functional activities

Under the general supervision of the Chief of ALO Hub, the Administrative Assistant’s accountabilities are as follows: 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:

• focal point for IFAD on all administrative issues in the UN DC group and represent IFAD in meetings with the UN agencies in Washington regarding similar issues
• manages incoming and outgoing correspondence, e-mails and telephone calls
• researches background documentation in support of ALO staff
• communicates sensitive information to higher level managers
• provides routine information pertaining to the work of ALO hub
• establishes/maintains the office filing and reference systems (xdesk)
• ensures the inter/intra-net websites are up to date and accurate

2. OPERATIONAL SUPPORT: Organizes and facilitates the ALO’s work to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include:

• responsible for planning and organizing events related to IFAD President and Senior Management’s mission in Washington and New York, which includes providing support in securing bilateral meetings
• ERP data entry and reporting activities with functional role as originator
• adapts internal procedures and tracking systems for correspondence and documents
• verifies work is completed in accordance with IFAD standards and within established deadlines
• monitors work progress and priority cases
• organizes meetings and workshops
• organizes official travel
• administers staff attendance and leave
• identifies and extracts information from various sources and prepares briefing notes.

3. OFFICE SUPPORT: Ensures the full range of office support to ALO staff. Accountabilities typically include:

• responsible for management of ALO staff travel, and provide necessary support to IFAD colleagues when traveling to and within the US
• assists colleagues from other divisions in events taking place in the US, which includes arranging facilities, venue, catering, and other aspects as needed
• responsible for drafting of communications to HQ on a range of administrative and related issues
• responsible for keeping a clean record of inventory (both Washington and New York)
• focal point for ALO on maintenance of IT support services and equipment
• maintains common services to ensure integrated activities in common services shared with other UN agencies
• provides support to ALO staff in the preparation of briefing materials for official trips or meetings
• drafts responses to written inquiries on routine and non-routine questions
• coordinates responses to sensitive inquiries
• follows up on established deadlines and ensures timely submissions by staff of reports, correspondence and other documents
• reviews all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures
• prepares correspondence for the supervisor’s signature

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. Accountabilities typically include:

• Performs the function of a Budget Assistant for ALO hub, including -
  • Submits budget requests and analyzes budget performance throughout the year
  • Prepares cost estimates for special projects/events
  • Responsible for all ALO budget related issues and ensures availability of budget, conforming to administrative rules and regulations
  • Focal point for clean-up of Purchase Orders, accruals and other quarterly and year-end activities
  • Contributes to the preparation and strategic justification of the annual office budget, work plans and other reports; submits the agreed budget

• Budgetary and financial operations responsibility including -
  • Manages payments directly to vendors and negotiates with service providers on behalf of ALO
  • Authorizes purchase of goods against budget
• Coordinates with other divisions at IFAD on payments due to the UN HQ in New York for services and goods rendered related to various events hosted by different divisions.
• Acts as internship coordinator, evaluates and supervises interns’ work schedule and availability (virtually and in person) in the office.

Impact of Key results / Key performance indicators

The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the Chief of ALO in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized; yet the incumbent must apply a good knowledge of guidelines, such as correspondence handbooks, leave procedures, etc. in order to operationally support ALO. Key performance indicators go beyond the timeliness and accuracy of work to include strategizing, planning and organizing the work of ALO hub.

Representation / Work relationships

Administrative Assistants at this level represent ALO in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterpart staff within IFAD and with counterparts in partner organizations. Communications require tact and discretion. They may provide guidance and direction to temporary or lower level staff.

Competencies

Organizational

• 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)

Technical/Functional

• Excellent computer skills in managing software packages (MS Office Suite) 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 of all levels.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Minimum recruitment qualifications

Education: Secondary school education is required.  University (bachelors) degree preferred. Experience: At least four (4) years of progressively responsible secretarial and/or administrative experience. Language requirements: Excellent written and verbal communication skills in English. Working knowledge of another official language (Arabic, French, or Spanish) is desirable.

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. IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge. Interested candidates are requested to apply by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and NOT a substitute to the PHF. The application should be made through the online system only. PLEASE READ CAREFULLY the instructions in “How to Apply” before you start. 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 participate in interviews. IFAD is committed to achieving diversity and is seeking a balanced workforce from IFAD's member states. Women are particular encouraged to apply. THE POSITION IS LOCATED IN WASHINGTON AND THE SUCCESSFUL CANDIDATE WILL BE HIRED WITH LOCAL APPOINTMENT CONDITIONS ON A LOCAL-HIRE BASIS ONLY.