Organisational Unit: These positions are located in regional divisions across the Programme Management Department (PMD).
Duration of assignment: 1, 2, 3 years fixed term (subject to renewal)
*Successful candidates will be included in IFAD’s roster of appointable candidates for Programme Assistant at the G-5 grade. When positions at this level become vacant, they will be filled from this roster in line with IFAD’s Human Resources Implementing Procedures.
Interviews are scheduled for the months of April and May 2015.
I. ORGANIZATIONAL CONTEXT
The Programme Management Department (PMD), under the leadership of an Associate Vice-President, is responsible for the overall programme of loans and grants of the Fund and is composed of five (5) regional divisions, a Programme Technical Advisory Division and an Environment and Climate Change Division. The five regional divisions are a. Asia and the Pacific Division (APR); b. East and Southern Africa Division (ESA); c. Latin America and the Caribbean Division (LAC); d. Near East, North Africa and Europe Division (NEN) and e. West and Central Africa Division (WCA).
II. POST’S ORGANIZATIONAL ACCOUNTABILITY:
The Programme Assistant (PA) post is located in Headquarters and reports directly to a Country Programme Manager or Programme Officer. S/He is accountable for a range of administrative and programme support functions pertaining to coordination and execution of field operations. The PA’s key results/major activities include:
- Project/Programme Support
- Office Management and Logistical Support
- Office Support
III. KEY RESULTS EXPECTED/MAJOR FUNCTIONAL ACTIVITIES
1. PROJECT/PROGRAMME SUPPORT: The Programme Assistant ensures the availability of timely, complete and accurate information and data for project and programme decision-making by, among other tasks, (a) undertaking basic research and performing comparative analysis of project/programme related data; (b) monitoring project implementation against established milestones, ensuring timely compliance with agreed deadlines; (c) acting as focal point in the review of the completeness of data in the RIMS reports with key monitoring and evaluation information; and entering the data into the IFAD system.
2. OFFICE MANAGEMENT AND LOGISTICAL SUPPORT: The Programme Assistant ensures that the full range of activities pertaining to country programme administrative operations follow established regulations, rules and procedures. Administrative responsibilities span travel, human resources (HR) and procurement, including inventory support, logistical arrangements related to missions and workshops in the country; timely and accurate data entry in and extraction of data from IFAD systems; and maintaining and administering the country office budget under instructions from the CPM.
3. OFFICE SUPPORT: The Programme Assistant ensures a full range of effective support to the professional staff including efficient incoming and outgoing communications (phone, hard copy and electronic); final formatting and as required drafting recurring components of project and administrative documents, reports, correspondence, briefs, tables and graphs; preparing and disseminating documentation for meetings; establishing and maintaining office records including filing systems (hard copy and electronic); uploading and profiling required documents in the Operations Library, and sharing information with project partners.
4. MANAGERIAL FUNCTIONS: The Programme Assistant is accountable for integrity and transparency in the administration of IFAD resources. This includes providing inputs into the country office budget preparation exercises and monitoring sub-allotments issued; implementing procurement processes and assisting in contract close-out procedures; and effective use of ERP functionality for improved business results, simplification of transaction and reporting processes and improved client services.
IV. IMPACT OF KEY RESULTS/KEY PERFORMANCE INDICATORS
The key results have an indirect impact on the overall performance of the country office operations and success in the implementation of project/programme activities. Accurate data entry and presentation of information ensure proper programme decision-making. S/He is accountable for the full spectrum of administrative and standard project/programme support activities.
V. REPRESENTATION / WORK RELATIONSHIPS
The Programme Assistant works in close collaboration with the region’s professional staff in IFAD HQ and the CO, and as applicable, host agency counterparts to exchange information in support of programme delivery and administrative support. The incumbent is continually involved in enlisting the support and cooperation of administrative units in HQ and the host agency on a wide range of administrative matters.
VI. COMPETENCIES
Organizational
- 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
Technical/Functional
- In-depth knowledge of IFAD Country Office programme/project operations.
- Strong office management skills.
- Good organizational skills and attention to detail.
- Ability to effectively monitor the material resources and budget of country offices.
- Good knowledge of UN regulations and rules pertaining to travel, HR and procurement, including inventory control.
- Good analytical skills.
- Computer skills: full command of ERP information management systems and Microsoft applications (Word, Excel, PowerPoint) and electronic communications.
VII. MINIMUM RECRUITMENT QUALIFICATIONS
Education:
- High school diploma is required; Baccalaureate or equivalent is preferred.
Experience:
- At least four (4) years of progressively responsible administrative and/or programme experience of which at least one year of direct experience with UN administrative rules and regulations procedures and guidelines is required.
Language requirements and other skills:
- Full command of English essential. Level C in other official IFAD languages (French, Spanish, Arabic) either essential (depending on divisional requirements) or desirable.
- A pass in the skill check test (50 marks minimum) essential.
Duty Station: Rome, Italy
Application deadline: 4 March 2015
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