Country Administrative Assistant

hace 1 día

Panama International Fund For Agricultural Development A tiempo completo

**Organizational Setting**:
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 Programme Management Department (PMD), under the leadership of an Associate Vice-President, is responsible for the overall programme of loans and grants of the Fund and is composed of five regional divisions and an Operational Policy and Results Division.

The Country Administrative Assistant position is located in an IFAD Regional Office or IFAD Multi-country Office (MCO) and reports directly to the the relevant Offcer or Country Director (CD) / Head of MCO heading the office.

The position is located in Latin America and Carribean (LAC) Division which is responsible for the following countries: Antigua and Barbuda, Argentina, Barbados, Belize, Bolivia, Brazil, Chile, Colombia, Costa Rica, Cuba, Dominica, the Dominican Republic, Ecuador, El Salvador, Grenada, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Nicaragua, Panama, Paraguay, Peru, Saint Christopher and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Suriname, Trinidad and Tobago, Uruguay and Venezuela.

**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**:

- 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 Country Administrative Assistant may also act as a back-up for the Country Programme Assistant during absence on leave or in instances of peak workload.

3. 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 logístical arrangements, and supporting staff in compliance with UNDSS recommendations on travel;
- Support the recruitment of non-staff hired by the Office, including processing of the Enterprise Resource Planning (ERP) related transactions and initiating payment requests;
- Support office asset administration (including maintenance of IFAD office furnishings and equipment, inventory control and vehicle/fleet management in liaison with the Country Operational Analyst);
- Provide 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.

4. 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.

**Key Performance Indicators**:
**Working Relationships**:
The Country

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