Administrative Assistant (Corporate Services) at International Fund for Agricultural Development

Job Role

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. 

Key Functions and Results

• OFFICE SUPPORT: Ensures the full range of office support to all professionals in the Regional Office. Accountabilities typically include programme related  travel  arrangements,  including  related  PeopleSoft  Financials  Enterprise  Resource Planning (ERP) transactions, handling of visas and logistical arrangements, and supporting staff in being compliant with UNDSS recommendations on travel. Processes and verify accuracy of essential documents and requests for consultancy contract requests received from clients. Reviews all outgoing correspondence and official documents for style, factual and grammatical accuacy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature;.
• COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the organizational unit 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 routine and some non-routine information pertaining to the work of the team; establishing/maintaining the office filing and reference systems, both traditional and digital; 
• CORPORATE SERVICES: In consultation with the Administrative Assistant (Corporate Services & Coordination) and under the overall guidance of the Corporate Services Manager, the support will be provided in close collaboration with the relevant business owners. The Administrative Assistant (Corporate Services) ensures the full range of corporate services support in line with the Delegation of Authority, aligned to the annual work plan as defined by the Corporate Services Manager, in particular be in the areas of field-related general administration, administrative support arranging travel, procurement, human resources and information technology support.
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• MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Key Performance Indicators

Administrative Assistants at this level typically report to a 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.

Working Relationships

• Administrative Assistants at this 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 contacts consist of responding to inquiries.
• Routine exchanges take place mainly with the CSD business owners in the office, and in offices without relevant CSD business owners with counterparts in IFAD headquarters.

Job Profile Requirements

Organizational Competencies:

Level 1:

• Building relationships and partnerships - Builds and maintains effective working relationships
• Communicating and negotiating - Communicates effectively; creates understanding between self and others
• Demonstrating leadership - Personal leadership and attitude to change
• Focusing on clients - Focuses on clients
• Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates
• Managing performance and developing staff -
• Managing time, resources and information - Manages own time, information and resources effectively
• Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability
• Strategic thinking and organizational development - Personal influence
• Team working - Contributes effectively to the team

Education:

• Level –  High school certificate 
• Areas of focus - accounting, business administration, economics, finance, or related areas.

Experience:

• At least three (3) years of progressively responsible experience in secretarial and administrative support.  
• Position-specific experience: Qualifying work experience in supporting office administration, communication and information management, resource planning and output monitoring. Experience with International financial institutions, development cooperation agencies, etc., would be an asset.

Languages:

• English (4 - Excellent)

Skills:

• Conferences management: Know-how in conference management, including optimal utilization of human and physical resources
• Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.)
• Topical expertise - Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines)
• Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams
• Basic ICT & digital fluency: Expertise relevant to the specific role (e.g. in-depth, computer information systems, including micro-computer operating systems software, hardware and applications software and other office technology equipment), end-user computing configuration management
• Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
• Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants)