IFAD Country Administrative Assistant Jobs in Kenya

IFAD Country Administrative Assistant Jobs in Kenya


  • The International Fund for Agricultural Development (IFAD), a specialized agency of the United Nations, was established as an international financial institution in 1977 as one of the major outcomes of the 1974 World Food Conference.

    The Accountabilities/key Results Expected Are

  • 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 (CAA) post is located in an IFAD Sub-regional Hub and reports directly to the Country Director heading the office.

  • S/He works collaboratively with the full array of the staff located in the assigned hub including technical staff from the Strategy and Knowledge Department (SKD), financial staff from the Financial Operations Department (FOD), SSTC and partnerships staff from the External Relations and Governance Department (ERG) in addition to those staff programme staff in PMD, including the Country Programme Assistant based in her/his Sub-regional Hub.

  • S/He is accountable for routine office communications, operational and secretarial support services to contribute to a smooth implementation of the hub plan and to ensure efficient workflow and effective management of information.

  • Routine Office Communications & Workflow

  • Operational Support

  • Office Support

  • Administrative Functions

    Key Results Expected / Major Functional Activities

    Communications & Workflow

  • Facilitates the communications and workflow of the Hub and between the Hub and HQ, to enhance the efficiency and timeliness of outputs in meeting corporate targets.

    Operational Support

  • Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures.

    Office Support

  • Ensures the full range of office support to the supervisor.

    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.

    Impact of Key Results / Key Performance Indicators

  • The scope of key results of the Country Administrative Assistants at the GS-4 level is typically limited to the Sub-regional hub office activities.

  • S/He provides support in the application of established rules and procedures as well as in typical, non-specialized support work, including administrative support in the implementation of project/programme activities and IFAD's Hubs.

  • The work is mostly standard in nature; there are few para-specialized administrative activities that could require formal training performed on a regular and recurring basis.

  • Key performance indicators include the timely and accurate performance of assigned activities.

    Representation / Work relationships

  • The Country Administrative Assistant based in IFAD Sub-regional Hubs at the GS-4 level works in close collaboration with the staff in the office and is mainly accountable for the exchange of routine and less
    frequently non-routine, information with counterparts within IFAD. Routine exchange of information within the Fund includes arranging travel, procurement and information technology support.

  • Typical contacts within the division, office or department as well as external contacts consist of responding to inquiries.

    Competencies

    Organizational

  • Strategic thinking and organizational development: Personal influence

  • Demonstrating Leadership: Personal leadership and attitude to change

  • Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates

  • Focusing on clients: Focuses on clients

  • Problem solving and decision making: Demonstrates sound problem solving and decision making ability

  • Managing time, resources and information: Manages own time, information and resources effectively

  • Team Work: Contributes effectively to the team

  • Communicating and negotiating: Communicates effectively: creates understanding between self and others

  • Building relationships and partnerships: Builds and maintains effective working relationships
    Technical/Functional

  • Training and experience using MS Word, Excel, PowerPoint as well as good command of ERP information management systems and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset;

  • Knowledge of IFAD administrative policies and procedure, including UN/IFAD regulations and rules pertaining to travel, HR and procurement, including inventory control;

  • Organizational, planning and prioritizing skills and abilities;

  • Ability to deal patiently and tactfully with visitors;

  • Sense of initiative and good judgment;

  • Ability to work effectively with people of different national and cultural background;

  • Ability to work in a team environment to achieve common goals.

    Education

    Minimum Recruitment Qualifications

  • Secondary school education is required.

    Experience

  • At least three (3) years of secretarial and/or clerical experience. Programme experience of at least one year is desirable.

    Language Requirements

  • Excellent written and verbal communication skills in English, and the prominent country language where the incumbent is assigned.

    Other

  • Must be a national of, or hold a valid working permit for, the country of assignment.

    Other Information

  • In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview.

  • Candidates who do not receive any feedback within three months should consider their application unsuccessful

  • This position is only open to nationals of Kenya, or to people holding valid working permits in Kenya .

    How to Apply

  • For more information and job application details, see; IFAD Country Administrative Assistant Jobs in Kenya


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