Call for Interest: Short-Term Administrative Assistant Talent Pool (multiple GS-level positions)

The position involves providing operational and clerical support to assist in the smooth running of the office at IFAD Headquarters in Rome. The role includes tasks such as data entry, correspondence management, travel arrangements, report preparation, and maintaining office supplies and filing systems.

Responsibilities

• Support a higher graded Associate/Assistant in the provision of operational support including Enterprise Resource Planning data entry and reporting activities as originator.
• Maintain correspondence logs for incoming and outgoing correspondence; distribute incoming correspondence, reports and other materials.
• Make travel arrangements; prepare periodic reports, extract information and prepare statistical tables on request.
• Maintain the office filing and reference systems, both traditional and digital; maintain office supplies stock.
• Provide clerical support including typing and/or formatting a variety of material in draft or final form including correspondence, reports and official documents.
• Draft standard format correspondence; prepare briefing materials for official trips or meetings as requested.
• Proofread all outgoing correspondence and official documents for grammatical accuracy and formatting and assure all attachments are included.
• Review supporting documents for processing a variety of administration actions/requests; may make informal translations of correspondence.
• Be accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Requirements

• Secondary school education is required.
• At least two (2) years of secretarial and/or administrative support experience; each employment record of the Personal History Form should contain a detailed description of the administrative duties performed.
• Excellent English.
• Working knowledge of any other IFAD official language (Arabic, French and Spanish) is a distinctive asset as is knowledge of the Italian language.
• Eligible applicants must have the legal status to live and work in the country of recruitment, in this case, Italy.
• All applicants must be between 18 and 64 years old and nationals of an IFAD Member State.
• Proficiency in MS Office: Excel, Word, PowerPoint, Outlook.
• Proficiency in corporate electronic databases and systems would be an asset.
• Ability to handle a large volume of work accurately under time pressure.
• Ability to deal patiently and tactfully with visitors.
• Ability to handle confidential information with discretion.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

Skills

• Secretarial Support
• Administrative Support
• MS Excel
• MS Word
• MS PowerPoint
• Microsoft Outlook
• Data Entry
• Correspondence Management
• Travel Arrangements
• Report Preparation
• Office Supplies Management
• Filing Systems Organization
• Corporate Electronic Databases
• Confidentiality Management
• Multi-cultural Team Collaboration

Languages

English