This Call for Interest is advertised as a short-term assignment with a duration of 5 months and expected to start shortly after selection. Should an external candidate (including consultants and staff members not meeting IFAD HR Implementing Procedures' definition of 'internal') be selected, the contract type would be that of a short-term professional (TPO). In the event an IFAD staff member, holding a Fixed Term contract be selected, the movement would be implemented as a Temporary Assignment through the applicable provisions. Applicants should verify and obtain their supervisors' support to be released.
The 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 Strategy and Knowledge Department (SKD) provides expert guidance on IFAD's strategic direction, thematic priorities and technical quality of IFAD’s operations. It plays a critical role in providing technical expertise to operational teams to enhance development effectiveness, by generating and disseminating IFAD’s development knowledge and evidence on strategic themes, and encouraging innovative application of cutting-edge global knowledge and evidence in IFAD investments to support countries tackle their most complex development challenges in fostering inclusive and sustainable rural transformation. SKD is composed of the (i) Environment, Climate, Gender and Social Inclusion Division (ECG); the (ii) Sustainable Production, Markets and Institutions Division (PMI); and the (iii) Research and Impact Assessment Division (RIA).
The corporate knowledge management function is located in the SKD front office (FSK). As IFAD becomes a more decentralized organization, it is crucial that it has a more integrated and connected knowledge system in place. This involves maximizing IFAD's capability to harvest, share and use knowledge and know-how from operations. It requires stronger connections among staff involved in knowledge generation, KM and knowledge brokering activities across the organization, and stronger linkages between operations and country, regional and global knowledge activities. All of this requires enhanced institutional learning, and a more effective set of tools, systems and other mechanisms, as well as work practices, to improve the flow of information and knowledge in a more decentralized organization.
The Office Associate (Resource Management) works under the direct supervision of the AVP or Regional Division Director.
The incumbent is accountable for the overall management of administrative services and workflows at departmental or divisional level, including business support, resource management and planning and office communications. The incumbent executes and manages processes and transactions ensuring efficient and high quality and accuracy of work to enhance the smooth running of the organizational unit and its workflow and management of information.
This may involve close collaboration with Country Operations Analysts in IFAD Multy-Country Offices and SSTC and Knowledge Centers.
Position specific: The Office Associate (Resource Management) is accountable for the overall management of administrative services and workflows at SKD.
1. BUSINESS SUPPORT TO AVP or DIRECTOR: The Office Assistant organizes and manages the office business and support to the AVP or Division Director, to ensure integrity and adherence to established rules and procedures. Accountabilities typically include but are not limited to: (i) Maintaining the supervisor’s calendar and managing travel arrangements; (ii) Preparing briefing materials for official trips or meetings; (iii) Drafting responses to written inquiries on routine and non-routine queries and coordinating responses to sensitive or complex issues; (iv) Liaising with internal (HQ and field) and external clients for the smooth functioning of business operations; (v) Organizing the logistics of internal and external meetings/committees; (vi) Reviewing all correspondence and official documents for style, factual and grammatical accuracy, as well as conformance with established guidelines and procedures; (vii) Preparing the submission of correspondence for the supervisor’s signature.
2. RESOURCE MANAGEMENT AND PLANNING: The Office Assistant contributes in the planning and delivery of the divisional/departmental work plan(s) and budget. Accountabilities typically include but are not limited to: (i) Consolidating, monitoring and administering departmental/divisional budgets including regular and non-regular budgets; (ii) Assessing budget trends and future requirements; (iii) Preparing and delivering presentations and reports on budget utilization if required; (iv) Originating and/or administering the procurement of goods and services (e.g. non-staff recruitments, commercial and non-commercial entity contracts); (v) Coordinating divisional or departmental work plan(s) and generating regular reviews and final reporting; (vi) Initiating HR-related actions for recruitment/contract extension and ensuring timely and efficient completion of actions.
3. DIVISIONAL/DEPARTMENTAL OUTPUTS AND ACTIVITIES: The Office Assistant is responsible for ensuring timely submissions by staff of reports, correspondence and documentation within stipulated deadlines, as well as adherence to corporate standards and processes. Accountabilities typically include but are not limited to: (i) Coordinating work flows for divisional/departmental documents/correspondence going to or through the AVP or Division Director; (ii) Effecting quality checks of official documents/correspondence; (iii) Ensuring organization and logistics for meetings and events; (iv) Providing guidance on corporate administrative processes, through induction and briefing/debriefing of staff and consultants; (v) Coordinating work of junior staff assigned to the office; (vi) Ensuring proper office management of goods and tools for an effective running office; (vii) Coordinating divisional travel plans. (viii) Recording divisional absences.
4. DIVISIONAL/DEPARTMENTAL COMMUNICATIONS AND INFORMATION MANAGEMENT: The Office Assistant coordinates the communication and workflow of the office of the AVP or Division Director to ensure the effectiveness, efficiency and timeliness of office operations and outputs. Accountabilities typically include but are not limited to: (i) Maintaining the office filing and reference systems, both traditional and digital; (ii) Ensuring the inter/intra-net websites are up to date and accurate; (iii) Maintaining and updating corporate IT platforms.
5. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the management of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.
The incumbent is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the organization served. Initiating, monitoring and ensuring provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary and/or contract staff.
The incumbent represents the AVP&GC in initiating, following up on and resolving issues pertaining to administrative requests. The incumbent undertakes a specific coordination role for specific cross-cutting activities or services. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings and events. Communications involve the exchange of information across the Fund at the most senior levels and externally to governing body representatives.
Organizational Competencies:
Level 1:
Building relationships and partnerships - Builds and maintains effective working relationships Communicating and negotiating - Communicates effectively; creates understanding between self and others Demonstrating leadership - Personal leadership and attitude to change Focusing on clients - Focuses on clients Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates Managing performance and developing staff - Managing time, resources and information - Manages own time, information and resources effectively Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability Strategic thinking and organizational development - Personal influence Team working - Contributes effectively to the teamEducation:
Level - High school diploma, Baccalaureate would be an asset. Areas - Social Studies, Math, English language arts, EconomicsExperience:
At least five (5) years of progressively responsible secretarial and administrative experience. Position-specific experience: Preferably in a multi-cultural organization or national organization providing support on a global scope. Knowledge of office work and administrative procedures. Previous experience working with financial management / budget is an asset.Languages:
Required English (4 – Excellent) Desirable: French, Spanish, or Arabic (3 – Good)Skills:
Budgeting, resource management: Know-how in budget administration and accounting, resource allocation and planning at divisional level Contract Management: Know-how in contracting of external workforce (e.g. contracting of interpreters, subeditors and proof-reader falling under international agreements) Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.) Topical expertise - Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines) Data management: Data collection, cleaning, transformation and consolidation; data-base architecture & development; data presentation Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams Basic ICT & digital fluency: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.) Client orientation: Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions Confidentiality & Discretion: Establishes self and division as trusted advisor to internal stakeholders by maintaining high level of discretion and confidentiality in assignments; demonstrates sound judgement when dealing with sensitive and/or confidential matters; drives good governance and is a \"Culture Carrier\" demonstrating IFAD institutional conscience through his/her work. Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters) Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants) Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies Synthesis: Outstanding ability to synthesize and simplify complex technical information for a variety of (non-technical) audiences Written communication: Clear, succinct and convincing written communication in the language needed for specific role; highly professional, balanced and diplomatic language (e.g. for drafting of position papers, briefings, etc.) Loans & grants: Know-how in designing loan and grant operations and managing loan and grant preparation processThis is a short-term contract. The appointment of a short-term staff member carries no expectation of continuous employment or conversion to any other type of appointment with IFAD.
Applicants for National positions at General Service level must be legally authorized to live and work in the country of recruitment at the time of application. Any job offer is subject to evidence from the candidate to have obtained and be able to maintain the legal status to live and work in the country of recruitment.
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. Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.
IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation.
Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org.