Back Administrative Coordinator

Job Summary:

The Director General’s Office (DGO) of the International Food Policy Research Institute (IFPRI) seeks an Administrative Coordinator (AC) for one-year, non-exempt, renewable appointment. The Executive Assistant to Director General will be responsible for the AC’s work plan and performance evaluation, subject to the approval of the Director General. This position is based at IFPRI headquarters in Washington, D.C.

Essential Duties

The AC’s main duties and responsibilities include (a) providing administrative support to the Executive Assistant and other DGO staff (as needed), and (b) coordinating logistics for the following:

• 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: Coordinate arrangements for organizing special events, including lunches, meetings and conferences. This function will include room reservation, organizing meeting materials, presentation requirements, setting up teleconference and virtual calls, and catering.
• Visitors: Coordinating visits of high-level guests to IFPRI such as who else from staff will join the meeting, ordering of food for breakfast or lunch as necessary, office/hotel reservation, pick-up and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for brown bag/seminar/presentation.
• DG’s contact database: Ensure that the database is current through regular maintenance/updating and accurate data entry of business cards from the DG’s travels.
• Office supplies: Maintain adequate supply of commonly used/requested items for the division’s use.
• 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 DGO staff.
  • Orderliness and adequate supplies are available for printers, photo-copying machine and coffee service.
  • Files: Create and maintain a complete, updated and functional filing system for DGO records and perform periodic filing of DG documents and archiving.
  • Other duties and responsibilities that may be required from time to time.
  • It is expected that the AC will:
    • Handle multiple tasks and prioritizes work with minimal supervision.
    • Pay attention to detail and follows through to closure.
    • Be able to work in a fast-paced, multicultural environment, and follow established procedures.
    • Perform other duties/assignments as necessary.

      Required Qualifications:

      • Bachelor’s degree or associate’s degree plus three years of administrative work experience, or high school diploma plus four years of relevant experience.
      • Excellent oral and written English language skills.
      • Solid composition, grammar and proofreading skills with the ability to compose correspondence.
      • Demonstrated experience handling confidential matters.
      • Demonstrated expertise with financial information.
      • 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 handle multiple tasks and prioritize work responsibly with minimal supervision.
      • Demonstrated ability to pay attention to detail and follow-through to closure.
      • Demonstrated experience working in a fast-paced work environment.

        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.

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