Administrative Services Assistant (Records Management)
|Vacancy Announcement Number||1517|
|Date of Issue||28/03/2017|
|Deadline for Applications||11/04/2017|
|Organizational Unit||Administration Services|
|Duration of Assignment||2 years fixed term (renewable)|
Organizational contextThe International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation.
The Corporate Services Department (CSD) provides IFAD with human resources, administrative services, safety and security and information technology resources required to allow IFAD to meet its objectives of enabling rural people overcome poverty.
Within CSD, the Administrative Services Division (ADM) provides a series of critical user-oriented services including records management and archives to support the Organization core activities and facilitate day to day business operations in line with international accepted best practices.
Post's organizational accountabilityAdministrative Services Assistants are located in the Administrative Services Division (ADM) and typically work under the supervision of an Administrative Services Associate, Analyst or Specialist. Assistants at the G-4 level perform standardized work, categorized as process-oriented, requiring full knowledge and understanding of a body of formal rules, practices and procedures; the work may require on-the-job training in support work to specialized activities of the unit to which assigned. G-4 Administrative Services Assistants work with moderately complex systems, such as dedicated travel systems or standalone databases, or components of complex systems, such as PeopleSoft. This is the full working level for non-specialized administrative services support functions. Work involves a variety of transaction processing that requires the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, based on knowledge of standard practice and requiring a choice of methods to use or courses of action to take. Assistants at this level are expected to resolve routine questions and problems, referring only the most complex to higher-level staff. It also requires thorough knowledge of the related work in own office and general knowledge of similar work in other offices.
Under the overall guidance of the Manager, Administrative Services and direct supervision of the Records Management Officer, the incumbent will work in the Records Management Team (RMT) which has the overall responsibility of effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence.
In particular, the focus of this position is on the provision of activities related to handling of paper and electronic records according to established records management policy and procedures. This role requires accuracy and high level of discretion and confidentiality for the proper distribution, classification, appraisal and retrieval of records.
Working under general supervision for the completion of standard tasks, the G-4 Administrative Services Assistant participates in all phases of the work process; s/he may receive specialized training and learning opportunities in support of workforce planning and career development.
Key results expected / Major functional activities1. Determine distribution of incoming electronic and paper correspondence in accordance with the Correspndence Routing Index (CRI) and accurately process sensitive and confidential correspondence.
2. Appraise records in accordance with Records Management Policy.
3. Digitize paper records and capture them in the electronic records management system (ERMS).
4. Profile records in accordance with established procedures to ensure search and retrieval.
5. Provide reference service to clients for records retrieval.
6. Ensure that records management equipment is regularly maintained and assistance is provided when needed.
7. Act as backup for mailroom services.
8. Perform any other duties as required.
Impact of Key results / Key performance indicatorsImpact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.
Representation / Work relationshipsImpact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.
- Strategic thinking and organizational development : Personal influence
- Demonstrating Leadership: Personal leadership and attitude to change
- Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
- Focusing on clients: Focuses on clients
- Problem solving and decision making: Demonstrates sound problem solving and decision making ability
- Managing time, resources and information: Manages own time, information and resources effectively
- Team Work: Contributes effectively to the team
- Communicating and negotiating: Communicates effectively: creates understanding between self and others
- Building relationships and partnerships: Builds and maintains effective working relationships
- Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint..
- Knowledge of IFAD administrative policies and procedures.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors; ability to handle confidential information with discretion.
- Sense of initiative and good judgement.
- Ability to work effectively with people of different national and cultural background.
- Ability to work in a team environment to achieve common goals.
Minimum recruitment qualificationsEducation:
- High school diploma is required.
- At least three (3) years of progressively responsible experience in office support.
- Basic knowledge in records management/archives is required.
- Excellent written and verbal communication skills in English.
- Knowledge of Arabic language (essential)
- Knowledge of French or Spanish language (desirable)
Other informationApplicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.
In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful
Shortlisted candidates will be required to take FAO English Language Test and obtain at least Level B and FAO Arabic Language test and obtain Level C unless mother-tongue.