Administrative Assistant FO4P (Farmers Organisations for Programmes) - Co-Terminus

The Administrative Assistant FO4Programmes provides comprehensive administrative support across FO4Programmes-related activities such as grant management, procurement, travel arrangements, knowledge management, and donor reporting. The role focuses on ensuring tasks are completed on time, maintaining accurate documentation, assisting with basic financial tracking, and helping coordinate logistical arrangements to support smooth and efficient programme implementation.

Responsibilities

• 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.
• Maintaining the supervisor`s calendar.
• Establishing/maintaining the office filing and reference systems, both traditional and digital.
• Ensuring the inter/intra-net websites are up to date and accurate.
• ERP data entry and reporting activities as originator.
• Applying internal procedures and tracking systems for correspondence and documents.
• Verifying work is completed in accordance with IFAD standards and within established deadlines.
• Monitoring work progress and priority cases.
• Organizing meetings and workshops.
• Organizing official travel.
• Administering staff attendance and leave and identifying and extracting information from various sources and preparing briefing notes.
• Typing and/or formatting a variety of material in draft or final form including correspondence, reports and official documents.
• Drafting standard format correspondence.
• Preparing briefing materials for official trips or meetings as requested.
• Proofreading all outgoing correspondence and official documents for grammatical accuracy and formatting and assuring all attachments are included.
• Reviewing supporting documents for processing a variety of administration actions/requests and may make informal translations of correspondence.
• Providing the full range of operational/office support to all staff in the team in the context of FO4Programmes, including preparing and processing administrative requests and documents for FO4 programme-related travel arrangements, including requests for visas and logistical arrangements, and supporting staff in being compliant with UNSMS recommendations on travel.
• Processing and verifying accuracy of essential documents and requests for consultancy/internships contract requests received from clients.
• Supporting the procurement of goods and/or services required for programme activities, in accordance with the provisions of IFAD procurement guidelines.
• Organizing programme-related meetings, events and workshops in support of the programme.
• Reviewing outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures.
• Preparing briefing materials for meetings as requested.
• Providing administrative support to the team in the day to day management and monitoring of grants.
• Assist in tracking grant disbursements, maintaining accurate records, and compiling information needed for financial and progress reports.
• Assist in creating new grant profiles in GRIPS and updating their status as requested.
• Assist in keeping ODC library up-to-date with grant-related documents.
• Assist in preparing internal documents related to the acceptance of new contributions (e.g., Decision Memos) and support coordination with relevant divisions for review and clearance.
• Assist with documentation and administrative steps required for launching competitive processes (e.g., calls for proposals), ensuring compliance with IFAD procedures.
• Supporting basic monitoring activities by helping compile information for progress updates and ensuring documents are properly maintained.
• Providing logistical support for events, travel arrangements, and field missions, and schedule meetings.
• Maintain well organized records and documentation in xDesk/SharePoint.

Requirements

• High school diploma
• At least three (3) years of general office and/or clerical experience.
• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset.
• Experience in administrative services, finance, accounting.
• Required language: English (4 - Excellent)
• Desirable languages: French and/or Spanish (Good)
• Know-how in logistics support specific to position, such as Travel Management (including travel arrangements, visa administration, etc.), Event organization (e.g. organization of conferences, (virtual) meetings, retreats, trainings).
• Ability to strictly adhere to established, formal guidelines, including in new situations.
• Ability to interpret established, formal guidelines to address and recommend solutions or further actions required.
• Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes.

Skills

• Office Management
• Clerical Experience
• MS Word
• Excel
• Power Point
• SharePoint Development
• Management Information Systems
• Administrative Services
• Finance
• Accounting
• Travel Management
• Visa Administration
• Event Organization
• Conference Organization
• Virtual Meeting Coordination
• Training Coordination
• UN Procurement Policies
• Procurement Regulations
• Grant Management
• Knowledge Management
• Donor Reporting

Languages

English, French, Spanish