| Description: |
Job Summary:
The International Food Policy Research Institute (IFPRI) seeks a Program Assistant (PA) for its Markets, Trade and Institutions Division (MTID) to provide administrative support to the Division’s administrative staff and all Washington-DC-based senior staff with respect to the duties listed below. This is one year, fixed term, renewable position based at IFPRI’s headquarters in Washington, D.C.
Essential Duties:
The PA’s main duties and responsibilities include providing administrative support to MTI staff with respect to:
Travel arrangement: Travel planner form, visa applications, request for itineraries, issuance of air and/or train tickets, cash advances/honoraria, and preparation of travel expense reports
Meetings: Room reservation, meeting materials, presentation requirements, setting up teleconference, catering and taking/taping and/or transcribing of Minutes of Meeting as needed.
Visitors: Office/hotel reservation, pick-up and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for brown bag/seminar/presentation.
Service Center assistance, which includes but not limited to the following:
• Photocopying/printing/scanning
• Letters/mails - for fax, pick-up and distribution, maintain an updated pigeonhole assignment for MTI staff.
Files: Create and maintain a complete, updated and functional filing system for MTI records and perform periodic filing of documents and archiving.
Provide admin support to the Senior Administrative Coordinator (SAC) as follows:
• Follow-up on status of proposals, contracts and MOUs being routed for signature and file the division’s copy when completed
• Updates project, collaborator, proposal files.
• Archives on a regular basis closed project files, completed contracts and other Finance files as needed
• Mail out project and contract documents to donors and collaborators,
• Photocopying, scanning, printing project related documents if needed
Performs other duties as assigned
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| Required Skills: |
• Minimum of one year administrative work experience;
• Proficient in computers and software application including MS Office especially Outlook; experience with spreadsheets and word processing, familiarity with computer networks, e-mail, and the Internet;
• Excellent English language skills;
• Ability to prioritize tasks and work responsibly with minimal supervision;
• Detail-oriented and ability to follow-through to closure;
• Ability to handle confidential matters;
• Comfortable working with financial information and numbers in general;
• Experience working in an international setting;
• Ability to work in a fast-paced, multi-cultural environment work environment;
• Experience in electronic file managing systems will be a plus;
Preferred Qualifications:
• College Degree
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