Country Admin. Assistant - Istanbul, Turkey

Key Functions and Results

1. COMMUNICATIONS & WORKFLOW : Facilitates the communications and workflow of the Office and between the Office and HQ, to enhance the efficiency and timeliness of outputs in meeting corporate targets. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the office; establishing / maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter / intra-net websites are up to date and accurate.

2. OPERATIONAL SUPPORT : Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include ERP data entry and reporting activities as originator; applying internal procedures and tracking systems for correspondence and documents; verifying work is completed in accordance with IFAD standards and within established deadlines; monitoring work progress and priority cases; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes. Responsibilities may include :

• 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 incumbent 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 :

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

The scope of key results of the incumbent is typically limited to office activities. The incumbent 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 offices. 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.

Working Relationships

The incumbent works in close collaboration with the full array of the staff located in the assigned office including technical staff from the Office of Technical Delivery (OTD), financial staff from the Financial Operations Department (FOD), partnerships staff from the External Relations Department (ERD) in addition to those staff programme staff in DCO, including the Country Programme Assistant based in their 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.

Job Profile Requirements

Organizational Competencies :

Level 1 :

Education :

Experience :

Languages :

Skills :