Office Associate (Resource Management)

The incumbent is accountable for the overall management of administrative services and workflows at departmental or divisional level, including business support, resource management and planning and office communications. They execute and manage processes and transactions ensuring efficient and high quality and accuracy of work to enhance the smooth running of the organizational unit and its workflow and management of information.

Responsibilities

• Organizes and manages the full range of business and executive support to the AVP or Director, including calendar and travel arrangements, briefing materials, correspondence, and meeting logistics.
• Contributes substantially in the planning and delivery of the divisional/departmental work plan(s) and budget management, including budget monitoring, financial reconciliation, procurement, and contract management.
• Ensures timely submissions by staff of reports, correspondence and documentation within stipulated deadlines, adherence to corporate standards and processes, and supervises junior staff.
• Manages communication and workflow of the office of the AVP or Director, including filing systems, intranet websites, and corporate IT platforms.
• Accountable for integrity, transparency, and equity in the management of assigned IFAD resources, including equipment, supplies and staff supervised.

Requirements

• High school diploma
• At least five (5) years of progressively responsible secretarial and administrative experience.
• One (1) year of relevant experience in office support in a multi-cultural organization or national organization providing support on a global scope.
• Familiarity with the IFAD project cycle and corporate systems such as GRIPS, ORMS and related planning and reporting tools is desirable.
• Experience working in a decentralized environment and supporting multiple stakeholders across headquarters, regional and country office structures would be a strong advantage.
• English (4 - Excellent)

Skills

• Secretarial Support
• Administrative Experience
• Office Support
• Resource Management
• Business Support
• Workflow Management Skills
• Planning and Reporting
• IFAD Project Cycle
• GRIPS
• ORMS
• Stakeholder Coordination
• Decentralized Environment Experience

Languages

English