The Africa Regional Office (AFR) of the International Food Policy Research Institute (IFPRI) seeks a qualified candidate to serve as an Administrative Assistant for a one-year, non-exempt, renewable appointment based in Washington, DC.
The successful candidate will be well-rounded and able to perform a range of administrative duties as noted below and will be working in a fast pace environment.
Specific duties and responsibilities include but are not limited to:
- Schedule meetings for Division Director and maintain electronic calendar and contact list.
- Compile documentation for monthly meetings.
- Prepare file packets for all other meetings.
- Follow up on signing of agreements and invoices.
- Complete non-travel expense reports
- Scan documents for .PDF storage and accessibility.
- Provide occasional assistance with PowerPoint and Word documents.
- Maintain divisional cabinet files.
- Answer division director’s phone when necessary.
Travel – IFPRI travel planner
- Provide information on visa and inoculation requirements.
- Secure details for travel advance and keep division director informed of status.
- Complete travel expense reports.
- Help maintain electronic divisional calendar and division staff contact list.
- Organize division and manager meetings.
- Reserve division meeting space and set up room.
- Assist in processing invoices, update invoice list database on a weekly basis.
- Mail correspondence and packages for Division Director and SAC.
- Deliver and pick up confidential material.
- Hand out pay stubs and checks from Finance.
- Handle incoming mail and mailboxes.
- Complete expense reports from non-staff; review staff-completed expense reports.
- Scan documents for e-filing.
- Maintain adequate supply of office supplies in Service Center area.
- High School Diploma plus one year of relevant experience.
- High proficiency with computers: Knowledge of MS Office, especially Outlook; experience with spreadsheets and word processing, preferably Microsoft Excel and MS Word; familiarity with computer networks, e-mail, and the Internet.
- Excellent English language skills.
- Demonstrated administrative experience.
- Demonstrated understanding of simple accounting procedures.
- Ability to prioritize tasks and work responsibly with minimal direction and supervision.
- Detail-oriented and ability to follow-through to closure.
- Ability to adjust to unexpected urgent matters.
- Responsible with confidential material; comfortable working with financial information.
- Experience working in an international setting.
- Proficiency in a second language of the U.N. system
- NGO Experience
Physical Demand & Work environment:
- Employee will sit in an upright position for a long period of time
- Employee will lift between 0-10 pounds
- Employee is required to have close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading.