The Director General’s Office (DGO) of the International Food Policy Research Institute (IFPRI) seeks a Program Assistant (PA) for a one-year, fixed-term, non-exempt, renewable appointment. The Executive Secretary will be responsible for the PA’s work plan and performance evaluation, subject to the approval of the Director General.
Functions and Responsibilities
The PA’s main duties and responsibilities include providing administrative support to the Executive Secretary and other DGO staff (as needed) with respect to:
It is expected that the PA will:
- Travel arrangement: Travel planner form, visa applications, request for itineraries, issuance of air and/or train tickets, cash advances/honoraria, and preparation of travel expense reports
- Meetings: Room reservation, meeting materials, presentation requirements, setting up teleconference, catering and taking/taping and/or transcribing of Minutes of Meeting as needed.
- Visitors: Office/hotel reservation, pick-up and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for brown bag/seminar/presentation.
- Office supplies: Maintain adequate supply of commonly used/requested items for the department’s use.
- Service Center assistance, which includes but not limited to the following:
- Letters/mails - for fax, pick-up and distribution, maintain an updated pigeonhole assignment for DGO staff.
- Library/publications - request and pick-up from the Library or Communication’s Publication Section.
- Orderliness and adequate supplies are available for printers, photo-copying machine and coffee service.
- Files: Create and maintain a complete, updated and functional filing system for DGO records and perform periodic filing of DG documents and archiving.
- handle multiple tasks and prioritizes work with minimal supervision;
- pay attention to detail and follows through to closure;
- be able to work in a fast-paced, multicultural environment, and
- follow established procedures.
- Perform other duties/assignments as necessary.
- Minimum of one year administrative work experience.
- High level of comfort with computers: MS Office, especially Outlook; experience with spreadsheets and word processing, preferably Microsoft Excel and Word; familiarity with computer networks, e-mail, and the Internet.
- Excellent written and spoken English language skills.
- Ability to prioritize tasks and work responsibly with minimal supervision; detail-oriented and ability to follow-through to closure.
- Ability to handle confidential matters; comfortable working with financial information and numbers in general.
- Experience working in an international setting; comfortable in a fast-paced work environment.
IFPRI (International Food Policy Research Institute) - 11 months ago