Administrative Assistant FO4P (Farmers Organisations for Programmes) - Co-Terminus

UN Atlas; Roma; Hybrid; EUR 30,000 - 42,000; Full time

Job summary

IFAD seeks an administrative support professional to provide comprehensive office services for FO4 programmes. Responsibilities include coordinating travel, visas, procurement, and document management to ensure smooth programme implementation.

The role emphasizes liaison with programme recipients and internal partners, with emphasis on accuracy, timeliness, and organizational efficiency.

Qualifications

• Three or more years of general office/clerical experience.
• Experience using MS Word, Excel, PowerPoint and SharePoint; familiarity with integrated management systems is a plus.
• Experience in administrative services, finance, accounting.

Responsibilities

• Manage correspondence, calendars, filing systems, and website updates to support FO4 programmes.
• Provide ERP data entry, document tracking, travel planning, and staff attendance administration.
• Draft correspondence, briefing materials, and proofreading documents as secretarial support.

Skills

Logistics management

Procurement

Record management

Administration expertise

Stakeholder management

Time management

Adaptability and flexibility

Interpersonal skills

Problem solving

Basic ICT & digital fluency

Client orientation

Initiative and good judgment

Tools

MS Word

Excel

PowerPoint

SharePoint

Job description

Work arrangement Remote / Home-based

Organizational Context

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized UN agency dedicated to eradicating rural poverty and hunger by investing in rural people. The Office of Technical Delivery (OTD) provides expert technical guidance for IFAD projects and programmes. The Environment, Climate and Peoples Division (ECP) leads the mainstreaming of cross-cutting themes and safeguards to strengthen IFAD's operations. The Rural Institutions (RI) Unit within ECP provides technical support on rural institutions and manages Farmers' Organisations (FOs) capacity building programmes.

Job Purpose

To provide comprehensive administrative support for FO4Programmes, ensuring timely completion of tasks, accurate documentation, basic financial tracking, and coordination of logistical arrangements. The role involves liaison services to programme recipients and internal partnership officers, contributing to the smooth and efficient implementation of programme activities.

Responsibilities

Facilitate communications and workflow by managing correspondence, maintaining calendars and filing systems, and updating websites. Provide operational support through ERP data entry, document tracking, organizing meetings and travel, and administering staff attendance. Offer secretarial support including typing, drafting correspondence, preparing briefing materials, and proofreading documents. Provide operational and office support for FO4 programme activities, including travel arrangements, visa administration, processing consultancy/internship contracts, supporting procurement, organizing meetings/workshops, and reviewing documents. Assist in grant management by tracking disbursements, maintaining records, compiling information for reports, updating grant profiles, and supporting documentation for new contributions and competitive processes. Maintain organized records and documentation.

Work Experience

At least three (3) years of general office and/or clerical experience. Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems is an asset. Experience in administrative services, finance, accounting.

Skills

Logistics management (Travel Management, Event organization); Procedure adherence and interpretation; Procurement; Record management; Administration expertise; Stakeholder management; Time management; Adaptability and flexibility; Basic ICT & digital fluency; Client orientation; Corporate approach; Initiative and good judgment; Interpersonal skills; Problem solving.

Languages

Desired French and/or Spanish (Good)