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Country Administrative Assistant

Salary rangeConfidential | Contract type: Permanent

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Job Summary

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.

Responsibilities

COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the Hub and between the Hub and HQ, to enhance the efficiency and timeliness of outputs in meeting corporate targets. Accountabilities typically include 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 office; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.
OPERATIONAL SUPPORT: Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include 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. Responsibilities may include:
Provide support for the organization of  in-country meetings with internal and external project/programme stakeholders (e.g. project team meetings, negotiations, meetings with governments, country visits of senior management, learning events, etc.), including preparation and dissemination of relevant documentation and scouting for venues and related activities;
Uploading and profiling required documents for records management and knowledge management purposes (e.g. in the Operations Library, on xdesk, through IFAD's electronic records management system), and sharing of information with project partners.
Participating in select missions (for administrative support and support organization of events, such as workshops, seminars etc,  as required.
The CAA may also act as a back-up for the Country Programme Assistant during absence on leave or in instances of peak workload
  • OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature; and may make informal translations of correspondence. Responsibilities may include:
  • Prepare the travel arrangements, including related ERP transactions, for staff located in IFAD's country office including input of mission dates in corporate system, handling of visas and logistical arrangements, and supporting staff in compliance with UNDSS recommendations on travel;
  • Supporting the recruitment of non-staff hired by the Hub/ Country Office, including processing of the Enterprise Resource Planning (ERP) related transactions and initiating payment requests;
  • Supporting office asset administration (including maintenance of IFAD office furnishings and equipment, inventory control and vehicle/fleet management in liaison with the Country Operational Analyst);
  • Providing background/supporting documentation upon request, formatting/drafting standard components of documents, maintaining office records and filing systems ensuring timely submission of appropriate documentation into IFAD’s records management system.
ADMINISTRATIVE FUNCTIONS: Is accountable for integrity, transparency, equity in the personal use of assigned IFAD equipment and supplies, and in the administration of IFAD resources. This includes providing inputs into the country office budget preparation exercises and monitoring sub-allotments issued; implementing procurement processes and assisting in contract close-out procedures; effective use of ERP functionality for improved business results; simplification of transaction and reporting processes; and improved client services.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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Other Jobs at International Fund for Agricultural Development

Country Administrative Assistant
International Fund for Agricultural Development / Nairobi
Country Programme Assistant
International Fund for Agricultural Development / Kenya
Country Administrative Assistant
International Fund for Agricultural Development / Nairobi
Country Administrative Assistant
International Fund for Agricultural Development / Nairobi

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