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.

The Strategy and Knowledge Department (SKD) provides expert guidance on IFAD's strategic direction, thematic priorities and technical quality of IFAD’s operations. It plays a critical role in providing technical expertise to operational teams to enhance development effectiveness, by generating and disseminating IFAD’s development knowledge and evidence on strategic themes, and encouraging innovative application of cutting-edge global knowledge and evidence in IFAD investments to support countries tackle their most complex development challenges in fostering inclusive and sustainable rural transformation. SKD is composed of the (i) Environment, Climate, Gender and Social Inclusion Division (ECG); the (ii) Sustainable Production, Markets and Institutions Division (PMI); and the (iii) Research and Impact Assessment Division (RIA). 
The Research and Impact Assessment Division is the premier research, data, knowledge and evidence use arm of IFAD. RIA produces evidence and knowledge to support the design new projects and programs and to formulate strategies aimed at achieving rural development and food system transformation through informed and evidence-based decision making. 
 
In particular, The Research and Impact Assessment Division (RIA) is divided in two clusters and one cross-cutting theme: 

• Research and Data for Development: Produces and promotes policy driven research through primary and secondary data collected with the purpose of promoting rural development through evidence based solutions; 
• Impact Assessment: Conducts rigorous econometric analysis to measure the impact that IFAD’s projects has attained on beneficiaries, and that ultimately produces evidence feeding into the international policy debate;  
• Both cluster contribute to the generation of Knowledge & Evidence Use: Evidence Informed Decision Making (EIDM) and Knowledge Translation (KT) in research, policy and practice are areas of strong interest among policy makers and international organization and so is the need for capacity enhancement in amongst evidence producers and evidence users Knowledge and Evidence Use cross cutting area aims to fill this gap and to strengthen knowledge generation/use and innovation within and outside IFAD.  

RIA provides advice and support services throughout the data cycle to: 

• Assess data needs, availability and demand (work with RIA’s stakeholders to evaluate data needs and devise a plan on how to meet them); 
• Facilitate data collection (provide advice on approaches, tools and methods) and collect data for specific purposes (e.g. Impact Assessments) 
• Produce and mobilize the creation of Knowledge Products (to meet the demand of different stakeholders):   
• Advocacy materials for engagement of the general public (Knowledge Type 1),  
• Policy support outputs to foster policy and decision making (knowledge Type 2),    
• Technical articles to validate research and innovation and contribute to the Global pool of scientific knowledge and for purposes of reputational enhancement  (Knowledge Type 3) 
• Promote knowledge dissemination (workshops, training, technical assistance and international Conference on knowledge and use dissemination) 
• The incumbent works under the direct supervision of the Senior Technical Specialist. 

Job Role

• The Administrative Assistant is accountable for operational support and clerical services to assist in the smooth running of the assigned activities.

Key Functions and Results

Operational Support:

The Administrative Assistant provides operational support to Senior Office Staff.   Accountabilities typically include:  

• ERP and e-RCS data entry;
• Maintaining correspondence logs for incoming and outgoing correspondence;  
• Distributing incoming correspondence, reports and other materials;  
• Maintaining the 50x2030 e-mail account;  
• Assisting in preparation of contracts of consultants and interns by liaising with the HRD division; 
• Providing support with the periodic reports, extracting information and preparing statistical tables;  
• Maintaining the office filing and reference systems, both traditional and digital;  
• Uploading content to inter/intra-net websites for 50x2030 events; 
• Assisting in the unit’s travel arrangement, supporting the smooth internal process; 
• Assisting in the 50X2030 procurement activities (logistical support in tendering process);  
• Providing support to RIA Budget Assistant, if needed; 
• Being the 50X2030 logistics focal point with ADM, MED and Security Division; 
• Raising Purchase Requisitions/Orders(PRs/POs) for goods/services and Institutional Contract (COINS); 
• Liaising with FCD for ADMIN, HCONS and COINS invoices; 
• Supporting 50x2030 budget assistant in dealing with the quarterly accrual exercises; 
• Supporting the logistic organization of 50x2030 meetings and events; drafting the agenda for weekly 50x2030 team meetings; 
• Assisting RIA’s Front Office in monitoring equipment, stationery and allocation of working spaces; 
• Providing support in drafting background documents for external engagements; 
• Maintaining 50x2030’s various administrative databases, accounts and internal webpages, such as the xDesk page with ADMIN, HCONS and COINS data, the PO database, the People page, mailing lists and accounts, and the Zoom account; 
• Supporting 50x2030 country focal points and liaising with ICO Front Offices; 

Office Communications And Information Management:

The Administrative Assistant supports communications and  workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:

• Managing incoming and outgoing correspondence, e-mails and telephone calls;  
• Communicating routine and non-routine information to the team;  
• Providing support to knowledge building and information sharing in the organizational unit.  

Managerial Functions:

• Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Key Performance Indicators

• Administrative Assistants typically report to a higher-level Assistant or Associate. The work is standard and repetitive in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis.
• Key performance indicators include the complete and accurate performance of assigned, recurring activities. S/He brings any inconsistencies or discrepancies to the attention of the supervisor or responsible specialist.
• Administrative Assistants typically report to a higher-level Assistant or Associate or a senior professional or a professional staff member. The work is standard and repetitive in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. 
• Key performance indicators include the complete and accurate performance of assigned, recurring activities. S/He brings any inconsistencies or discrepancies to the attention of the supervisor or responsible specialist.

Position specific:

• The impact of the work of the Administrative Assistant affects the delivery of discrete activities and is closely interrelated with the work of other members. She/he plays a role in the delivery of administrative activities such as procurement, travel arrangements and logistic organization of events, ensuring the smooth, effective operations of the 50x2030 
• Initiative. 
•  
• The work performed affects not only the timely delivery of all administrative processes . The incumbent works with the Senior Staff supervision, seeking advice from and/or reporting to supervisor as needed for processes where the guidelines and procedures are not clear. 

Working Relationships

• Administrative Assistants are accountable for the exchange of routine information with counterparts within IFAD.. Typical contacts within the division, office or department as well as external contacts consist of responding to basic inquiries, troubleshooting potential issues that may impact clients business processes.

Position specific:

• The incumbent is constantly involved in working closely with colleagues in the division and the department, and with ADM/FCD/COM staff in the handling and resolving of standard processes and delivery of administrative services (i.e. procurement, accounting, events organization etc.). These relationships shall ensure that (a) deadlines are met, (b) actions adhere to administrative policies and rules and (c) the  staff are kept aware of the importance of adhering to the processes.

Education:

• Level - High school diploma*
• Areas - Social Studies, English language. 

Experience:

• At least three (3) years of progressively responsible secretarial and administrative experience.    
• Position-specific: Knowledge of and ability to apply United Nations financial rules and regulations and procurement processes are an asset. 

Languages:

• Required English (4 – Excellent)  
• Desirable: French, Spanish, or Arabic (1 - Slight)

Source:https://job.ifad.org/psc/IFHRPRDE/CAREERS/JOBS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=7736&PostingSeq=1&SiteId=1000&languageCd=ENG&FOCUS=Applicant&ifad_back=y