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 polices that contribute to rural transformation.

The incumbent will be under direct supervision of the Country Director and Head of South-South Triangular Cooperation and Knowledge Management Center based Beijing, China and closely working together with Country Operations Analyst and Country Programme Assistant, and be responsible for the provision of administrative, clerical and secretarial support ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. To this effect, the incumbent applies initiative, judgement and discretion, based on broad knowledge of IFAD administrative policies and procedures. The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with Programme Liaison Associate and the Country Programme Assistant in IFAD HQ and IFAD China SSTC&KM Center to ensure consistent service delivery.

Summary of Key Functions:

• Provision of administrative and logistical support
• Provision of support to office maintenance and assets management

Provides administrative and logistical support, focusing on achievement of the following results:

• Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to office travel and administrative arrangements;
• Organization and formatting of documentation;
• Arrangement of travel and hotel reservations, preparation of travel authorizations and security clearances. Supporting staff and consultants in being compliant with UNDSS recommendations on travel.
• Support country missions such as design, supervision, mid-term review, project completion validation, support with logistical arrangements;
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
• Support consultants on preparation for the mission including information regarding mission logistical arrangements;
• Administrative support to organization of conferences, workshops, retreats;
• Support visit of IFAD staff to the country or other official visits or guests visiting the office;
• Collection of information for DSA, travel agencies and other administrative surveys;
• Receipt, registration, scanning, filing and forwarding of incoming correspondence;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with IFAD standard operating procedures;
• Extracting, inputting, copying and filing data from various sources;
• Keeping updated files and contact information on projects and partners;
• Maintenance of files in the Office and for Records Management Team (RMT) and maintain timely upload of key documents to Xdesk;
• Provide other administrative support to the IFAD China as and when needed.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management, maintenance of records and files on assets management;
• Maintenance of files and records relevant to office maintenance including organization of office print publications;
• Undertaking small procurement for office items and keeping office storage.

Impact of Results

The key results have an impact on the execution of the ICO administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services to the India country office.

Organizational

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

Technical/Functional

• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset.
• Knowledge of IFAD administrative policies and procedures will be a plus.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors;
• Sense of initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

Education

Higher education. Secretarial Studies or Diploma will be a plus.

Experience

4 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements

Fluency in spoken and written English is a must.