Administrative Assistant FO4P (Farmers Organisations for Programmes) - Co-Terminus
Organizational Context
The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized UN agency dedicated to eradicating rural poverty and hunger by investing in rural people. The Office of Technical Delivery (OTD) provides expert technical guidance for IFAD projects and programmes. The Environment, Climate and Peoples Division (ECP) leads the mainstreaming of cross-cutting themes and safeguards to strengthen IFAD's operations. The Rural Institutions (RI) Unit within ECP provides technical support on rural institutions and manages Farmers' Organisations (FOs) capacity building programmes.
Job Purpose
To provide comprehensive administrative support for FO4Programmes, ensuring timely completion of tasks, accurate documentation, basic financial tracking, and coordination of logistical arrangements. The role involves liaison services to programme recipients and internal partnership officers, contributing to the smooth and efficient implementation of programme activities.
Responsibilities
Facilitate communications and workflow by managing correspondence, maintaining calendars and filing systems, and updating websites. Provide operational support through ERP data entry, document tracking, organizing meetings and travel, and administering staff attendance. Offer secretarial support including typing, drafting correspondence, preparing briefing materials, and proofreading documents. Provide operational and office support for FO4 programme activities, including travel arrangements, visa administration, processing consultancy/internship contracts, supporting procurement, organizing meetings/workshops, and reviewing documents. Assist in grant management by tracking disbursements, maintaining records, compiling information for reports, updating grant profiles, and supporting documentation for new contributions and competitive processes. Maintain organized records and documentation.
Work Experience
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 is an asset. Experience in administrative services, finance, accounting.
Skills
Logistics management (Travel Management, Event organization); Procedure adherence and interpretation; Procurement; Record management; Administration expertise; Stakeholder management; Time management; Adaptability and flexibility; Basic ICT & digital fluency; Client orientation; Corporate approach; Initiative and good judgment; Interpersonal skills; Problem solving.