IFAD recruits 01 Country Administration Assistant

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IFAD recruits 01 Country Administration Assistant

Description de l’offre

Job Role :
The Country Administrative Assistant is accountable for routine office communications, operational and secretarial support services to contribute to a smooth implementation of the regional plan and to ensure efficient workflow and effective management of information.

Key Functions and Results :
Communicatuons & Workflow: Facilitates the communications and workflow of the Office and between the Office 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.

Job Profile Requirements :
Organizational Competencies:

Level 1 :
Building relationships and partnerships – Builds and maintains effective working relationships
Communicating and negotiating – Communicates effectively; creates understanding between self and others
Demonstrating leadership – Personal leadership and attitude to change
Focusing on clients – Focuses on clients
Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
Managing time, resources and information – Manages own time, information and resources effectively
Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
Strategic thinking and organizational development – Personal influence
Team working – Contributes effectively to the team

High school diploma

Experience :
At least three (3) years of secretarial and/or clerical experience.
One (1) year of programme experience is desirable.
Position-specific experience: Must be a national of, or hold a valid working permit for, the country of assignment.

English (4 – Excellent)
French (4 – Excellent)

Logistics management: 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), etc.
Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases
Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.)
Topical expertise – Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines)
Adaptability: Adaptability and flexibility when facing new or unexpected situations, and to specific constraints and circumstances and managing complex processes
Basic ICT & digital fluency: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.)
Submit your application to the following adress :