VATG 08-02
Vacancy Announcement
General Service Functions
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Title              :    Administrative Assistant                                                
 
Grade            :    G-5
 
Duration       :     2-year Fixed-Term
 
Location       :    North America Liaison Office (EN)
                          External Affairs Department (EAD)
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Date of Issue    :    07 July 2008                        Closing Date:  01 August 2008
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Scope of position: Organizational Context
 
This position is located in the Washington, DC office of the North American Liaison Office (NALO) of IFAD.  NALO's goals are to mobilize resources, influence the direction and content of national and international poverty reduction policies and processes, and cultivate and maintain strategic partnerships and alliances between IFAD and the U.S. government, the United Nations, international financial institutions, civil society organizations, and the private sector in North America. 
 
NALO is comprised of two offices:  one in Washington, DC and the other in New York.  NALO staff consists of a Director, a Liaison and Public Information Officer, a Liaison Officer, and an Administrative Assistant.
 
Responsibilities:          
 
In this context, and under the supervision of the NALO Director, the incumbent provides administrative, secretarial, and clerical assistance and support to NALO's program operations. In particular, s/he will:
 
1.         Act as NALO's Office Manager and Receptionist.  This includes answering and routing all incoming phone calls; greeting guests; managing incoming correspondence; drafting, proofreading, and reviewing outgoing correspondence and documents; purchasing office supplies and equipment and keeping detailed inventory lists; providing general clerical support to NALO as requested; and following up on related actions as appropriate (20%).
 
2.         Act as NALO's Budget Assistant, using PeopleSoft to manage accounts payable/accounts receivable support; liaise with the UN Information Centre and IFAD headquarters to process all invoices, advances, reimbursements, and other payments on behalf of NALO; reconcile monthly financial statements; be the central point of contact for all vendor payment processing (25%).
 
3.         Provide travel, scheduling, and event planning support to NALO.  This includes processing travel arrangements; creating, collecting and disseminating agendas and pertinent materials for meetings (both internal and external); organizing all logistics   for meetings and seminars; completing other meeting details as appropriate. It also includes scheduling meetings and providing logistical support for IFAD Senior Managers visiting Washington and New York.   Act as NALO's Attendance Assistant to monitor annual leave records and other absences of NALO staff for timely submission in the Leave Management System (25%).
 
4.         Serve as on-site computer network administrator and database manager.  Regularly update VIP contact database information and manage dissemination of communications to targeted audiences; liaise with database management vendor to troubleshoot complex technical problems, when appropriate.  Perform regular backup procedures for office computers.  Provide IT troubleshooting assistance and work with HQ IT department and onsite vendors who provide more advanced computer network troubleshooting (15%). 
 
5.         Maintain and improve an effective filing system (electronic and hard copy) for easy access to and retrieval of office records and institutional and operational information (15%).
 
6.         Perform other related duties as required.
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Professional requirements:
Education:         Secondary school education.
 
Experience:       Minimum of four years clerical/secretarial experience preferably in an international organisation. Experience and knowledge of international development and policy making environments is desirable. Experience in organizing seminars and workshops desirable.  Typing in English at the required speed (50wpm).
 
Languages:        Full command of English. Knowledge of other IFAD official languages (Arabic, French, Spanish) desirable.
 
Knowledge:       Proficiency in Microsoft Office basic software packages (Word, Excel and PowerPoint), Outlook, Exchange, Intranet and Internet. Familiarity with IFAD correspondence styles and knowledge of PeopleSoft and IFAD administrative procedures highly desirable.
 
Skills:                Excellent organizational and time management skills; superior ability to productively and accurately perform multiple tasks and assignments by deadline; as well as a highly-developed ability to innovatively solve problems.  Very good written and verbal English communication skills; skillful and resourceful in interpersonal communications and in establishing productive working relationships at a distance.
 
Profile:              Outstanding initiative-taker and team player with positive attitude, dedication to work and willingness to perform harmoniously in a multicultural team.  Commitment to personal performance and self-development.  Innovative approach to problem-solving.  Motivation to learn, flexibility, initiative, self-control, cross-cultural sensitivity.  Patient and capable decision maker, able to make sound choices within the rules and procedures established by the IFAD Manual and United Nations Information Centre, Washington. 
 
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An updated electronic IFAD Personal History Form should be sent to s.fazelbhoy@ifad.org.      
You are kindly requested to specify the exact vacancy number.          
 
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Short-listed candidates may be required to undergo written tests.
 
The appointment may be initially at a level lower than the classified level of the position if the work competencies indicated above are not matched.
 
All recruitment and appointments at IFAD are based on open competition and merit.  IFAD is an equal opportunity employer.
 
Candidates who do not receive any feedback within three months of the deadline of the vacancy announcement should consider their application unsuccessful.
 
IFAD staff appointed against these functions will not have specific return rights to their former functions.
 
This vacancy is subject to local recruitment conditions.
 
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