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Administrative Coordinator II

The Int'l Food Policy Research Institute (IFPRI)
Washington D.C.
Closing date
Jun 26, 2023

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Full Time
Career Level
Entry Level

Job Summary:

The International Food Policy Research Institute (IFPRI) seeks an Administrative Coordinator II for its Transformation Strategies (TS) Department. This position will work across the units within the TS department in providing support with travel organization, contract drafting & monitoring, revision of deliverables, financial reports and invoices; workshops, edit narratives; close contracts and projects. This non-exempt position is considered a one-year, renewable appointment and is located at IFPRI’s Headquarters in Washington, D.C.

Essential Duties and Responsibilities

  • Project Logistical Coordination: Provide logistical coordination for project activities, to include drafting and monitoring of project sub-contracts, for complex unit projects. Monitor deadlines and coordinate the receipt of collaborator deliverables and submission of donor deliverables as requested.
  • Document Support: Edit and/or transcribe reports, manuscripts, proposals, and other documents as needed. Draft routine correspondence as needed for unit staff.
  • Accounting Support: Prepare travel and field expense reports. File & monitor project budgets, collaborator and donor-approved budget expenditures, and sub-contracts. Submit and monitors collaborator invoices upon submission/approval of deliverables. Monitor weekly unit payments and submit updates to vendors and/or PM/PL/ project coordinators. Follow-up and process invoices from centers that host Group staff.  Assist as needed on provision of monthly General Ledgers (GLs)/Project Summary Report (PSRs) to PM/PLs. Submit/correct project-related expense adjustments (as needed).
  • Travel arrangement: Prepare hotel and travel requests for staff and visitors, assist in coordinating visa applications, requests for itineraries, and issuance of air and/or train tickets, cash advances/honoraria, and preparation of travel expense reports. Coordinate with Travel Office & Accounting for processing travel requests.
  • Meetings: Coordinate arrangements for organizing special events, including lunches, meetings, conferences and other training events.  This includes room reservation, organizing meeting materials, presentation requirements, setting up teleconference, catering and taking/taping and/or transcribing of minutes of meeting, as needed.
  • Appointment schedule & Visitors’ Support: Manage appointment scheduling for Research Fellows as requested and provide logistical support for visitors: including office/hotel reservation, pick-up and return of office keys, computer connections, assigning office name tag/labeling, and arranging for brown bag/seminar/presentation.
  • Contact Data Base Support: Maintain various administrative/unit database including Collaborator & Project main list, staff contact/emergency file, and other master files.
  • Outposted Staff Administrative Support: Provide administrative support to outposted unit staff, as applicable. 
  • Monitor SAC calendar to identify:
    • Project end-dates and eventual closeout;
    • Provide project budget burn rates to projects leaders upon request;
    • Electronic filing of documents.
    • Closeout collaborator and sub-contractor contracts after detailed verification that all deliverables have been received and all funds have been disbursed, filling in the checklist, obtaining the Project Leader signature, and importing the Close Out Form onto D4D.
  • Perform other duties as assigned, for example:
    • Coordinate the yearly calendar order.
    • Maintain the mailbox assignment updated.
    • Assist other Admin Staff in the unit.
    • Assist in processing contracts as needed.

Required Qualifications:

  • Bachelor’s degree plus two years of relevant experience or an Associate’s degree plus five years of relevant experience.
  • Demonstrated experience providing logistical coordination for complex overseas projects, encompassing multiple sub-contractors (or sub-grantees).
  • Demonstrated financial experience in monitoring budgets and expenditures and monitoring deadlines for project deliverables.
  • Excellent oral and written English language skills.
  • Solid composition, grammar, and proofreading skills with the ability to compose correspondence.
  • Demonstrated experience managing confidential matters.
  • Demonstrated proficiency with computers: experience with MS Office, especially Microsoft Word, Outlook, Excel, and PowerPoint required.
  • Excellent typing skills required; 50-65 wpm preferred.
  • Demonstrated ability to work productively within a multi-cultural team environment.
  • Ability to manage multiple tasks and prioritize work responsibly with minimal supervision.
  • Demonstrated ability to pay diligence and follow-through to closure.
  • Demonstrated experience working in a fast-paced work environment.

Preferred Qualifications:

  • Proficiency in a second language of the U.N. system

 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.

IFPRI Washington D.C has a hybrid work environment that allows staff members a minimum of two days in-office work and three days remote work.

The International Food Policy Research Institute (IFPRI) is an equal employment opportunity employer - F/M/Disability/Vet/Sexual Orientation/Gender Identity

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