Job Description

Job Title: Administrative & Project Monitoring Coordinator I   Department: PHND
Location: Washington, DC   Appointment Duration: 1 Year
Job Code: 17-131   Position Type: Renewable
Recruitment Type: Local   US FLSA Status: Non-Exempt
Application Deadline: Open until filled    


Job Summary:

The International Food Policy Research Institute (IFPRI) seeks an Administrative & Project Monitoring Coordinator I to provide logistical and administrative support to Research Fellows on project activities and administrative support on the conduct of work in the Division.  This is a full-time, one-year, non-exempt, renewable appointment based at IFPRI’s Washington, D.C. office.

Essential Duties:

Specific duties and responsibilities include but are not limited to:

  • Assists preparation of project/program budgets.  File and monitor project budgets, including collaborator and donor-approved budget expenditures, and subcontracts.
  • Processes and tracks expenditures of the project/program against budget
  • Drafts, and monitors contracts for collaborators and services.  Provide logistical coordination of project activities.
  • Maintains project reports and deliverables
  • Prepares travel expense and field reports, and internal project/program financial reports
  • Processes requests for collaborator fees and expenses
  • Monitors and assures timely submission of reports and technical deliverables to donors
  • Monitors collaborator deliverables
  • Drafts routine administrative correspondence.  Edit and/or transcribe reports, manuscripts, proposals and other documents as needed.
  • Makes travel, hotel and office arrangement for visitors, assists in coordinating visa applications, requests for itineraries, issuance of air and/or train tickets, cash advances/honoraria.   Coordinate with Travel Office and Accounting for processing travel requests.
  • Makes travel arrangement for staff
  • Maintains calendars and provides logistical support for visitors (including office/hotel reservations, office keys, access to IFPRI facilities.
  • Schedules appointments, meetings and other events, including conferences, lunches, brown bag seminars, presentation requirements, teleconferences, and catering
  • Prepares/tapes/transcribes minutes of meetings
  • Perform duties as assigned

Required Qualifications:

  • Bachelor’s degree plus 2 years of relevant experience or Associate’s degree plus 5 years of relevant experience.
  • Experience in monitoring budget process, reviewing accounting transactions, developing financial projections and reports.
  • Demonstrated experience providing logistical coordination for complex overseas projects, encompassing multiple sub-contracts (for sub-grantees)
  • Demonstrated experience in handling confidential matters
  • Solid composition, grammar and proof reading skills, with the ability to compose correspondence and reports; excellent written and oral English communications skills.
  • Proficient in Microsoft Office (Outlook, Excel, Powerpoint); word processing & spreadsheet programs required.
  • Ability to handle multiple tasks & prioritize tasks with minimal supervision in a fast-paced environment.
  • Demonstrated experience and comfort in working with multiple program managers simultaneously.Ability to prioritize and coordinate tasks within a multicultural team environment.
  • Demonstrated flexibility to adjust to multiple individual work
  • Demonstrated ability to pay attention to detail and follow through to closure.
  • Ability to work with overseas partners in a multicultural environment.

Preferred Qualifications:

  • Familiarity with IFPRI’s operational systems (finance, accounting, etc.) and the CGIAR system is highly desirable.
  • Proficiency in a second language of the U.N. system.



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