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Job Description


Job Title: Administrative Assistant   Department: WCO
Location: Washington, DC   Appointment Duration: 1 Year
Job Code: 17-130   Position Type: Renewable
Recruitment Type: Local   US FLSA Status: Non-Exempt
Application Deadline: Open until filled    

Description

 

Job Summary :

The International Food Policy Research Institute (IFPRI) seeks a highly motivated Administrative Assistant to provide administrative support to the West and Central Africa Office (WCAO).  This is a one-year, fixed-term, non-exempt, renewable appointment and is located at IFPRI’s Headquarters in Washington, D.C.

Essential Duties:

Specific duties and responsibilities include but are not limited to:

Meetings

  • Schedule meetings for Division Director and maintain electronic calendar and contact list
  • Compile documentation for monthly meetings
  • Prepare file packets for all other meetings

General Administrative

  • 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

SAC Support

  • 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

 

Required Qualifications:

  • High School Diploma and one year of relevant professional 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




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