Administrative Assistant

**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.

ECG is composed of two clusters: (i) Environment and Climate Change Cluster; (ii) and the Social Inclusion Cluster. ECG takes the lead in integrating cross-cutting themes of environment and climate, nutrition, gender, youth, and indigenous peoples into IFAD's portfolio, with the aim of strengthening the quality and impact of IFAD’s operations. ECG also contributes to the generation of evidence and knowledge on these themes, and facilitates their use in IFAD-funded projects and activities. In addition, ECG provides guidance and support to ensure the inclusion of marginalized groups, particularly women, indigenous peoples and rural youth, into IFAD operations. Addressing environmental, biodiversity and climate change issues are inseparable from IFAD’s mission to overcome poverty.

The position is located in ECG division and the incumbent works under the direct supervision of a more senior Administrative Assistant or a professional or a senior professional staff member.

**Job Role**:
The Administrative Assistant is accountable for operational support and clerical services to assist in the smooth running of the technical division.

Position specifics: The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the ECG team and its workflow and management of information. Communications & Workflow.

**Key Functions and Results**:
1.OPERATIONAL SUPPORT: The Administrative Assistant provides operational support to Senior Office Staff. Accountabilities typically include:
(i) ERP data entry and reporting activities as originator;
(ii) Maintaining correspondence logs for incoming and outgoing correspondence;
(iii) Distributing incoming correspondence, reports and other materials;
(v) Receiving telephone calls and visitors, referring them to the appropriate source;
(vi) Making travel arrangements;
(vii) Assisting in preparing periodic reports, extracting information and preparing statistical tables;
(viii) Maintaining the office filing and reference systems, both traditional and digital;
(ix) Maintaining office supplies stock; (x)Uploading content to inter/intra-net websites.

2. OFFICE COMMUNICATIONS AND INFORMATION MANAGEMENT: The Administrative Assistant supports communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:
(b) Researching background documentation;
(c) Communicating routine and non-routine information to the team;
(d) Maintaining the supervisor’s calendar;
(e) Providing support to knowledge building and information sharing in the organizational unit through participation in appropriate trainings on administration for operations/project staff;
3. 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 typically report to a higher-level Assistant or Associate. The work is standard and repetitive 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 complete and accurate performance of assigned, recurring activities. The incumbent brings any inconsistencies or discrepancies to the attention of the supervisor or responsible specialist.

**Working Relationships**:
Administrative Assistants are accountable for the exchange of 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 basic 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-s