Administrative Assistant G-4

*Organizational Setting*:
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 advocates at the local, national and international level for policies that contribute to rural transformation.

The Programme Management Department (PMD), under the leadership of an Associate Vice-President, is responsible for the overall programme of loans and grants of the Fund and is composed of five regional divisions and an Operational Policy and Results Division.

The Administrative Assistant position is located in an IFAD Regional Office and works under the overall guidance of Division Director and under the direct supervision of a senior professional staff member (such LRE, Portfolio Advisor), and in close collaboration with the Regional Office Administration and Resource (ROR) Analyst.
• 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*:
3. OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor's signature; and may make informal translations of correspondence.

4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.
• Key Performance Indicators*:
• 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.
• 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*:
• High school certificate (e.g. A level and Baccalaureate) Areas of focus - accounting, business administration, economics, finance, or related areas.
• Experience*:
• High school diploma - 3 Years.
• Languages*:
• English (4 - Excellent)
• Skills*:
• Conferences management: Know-how in conference management, including optimal utilization of human and physical resources;
• Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations;
• 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: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net website