Career Opportunities at International Fund For Agricultural Development (IFAD)

Job Description

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information.

Key Functions and Results

1. COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the team; maintaining the supervisor’s calendar; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.
2. OPERATIONAL SUPPORT: Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include ERP data entry and reporting activities as originator; applying internal procedures and tracking systems for correspondence and documents; verifying work is completed in accordance with IFAD standards and within established deadlines; monitoring work progress and priority cases; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes.. 
3. OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature; and may make informal translations of correspondence.
4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Key Performance Indicators

The Administrative Assistants at this level typically report to a senior professional staff member or to a team leader; therefore the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. The work is standard in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.

Working Relationships

Administrative Assistants at this level typically are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within IFAD. Routine exchange of information within the Fund includes arranging travel, procurement and information technology support. Typical contacts within the division, office or department as well as external contacts consist of responding to inquiries.

Job Profile Requirements

Organizational Competencies:

Level 1:

1. Building relationships and partnerships – Builds and maintains effective working relationships
2. Communicating and negotiating – Communicates effectively; creates understanding between self and others
3. Demonstrating leadership – Personal leadership and attitude to change
4. Focusing on clients – Focuses on clients
5. Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
6. Managing performance and developing staff –
7. Managing time, resources and information – Manages own time, information and resources effectively
8. Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
9. Strategic thinking and organizational development – Personal influence
10. Team working – Contributes effectively to the team

Education:

1. High school diploma – Accounting, Business & Finance or related areas.

Experience:

1. At least three (3) years of progressively responsible experience in secretarial and administrative support.  
2. Position-specific experience: Qualifying work experience in supporting office administration, communication and information management, resource planning and output monitoring.
3. Experience with International financial institutions, development cooperation agencies, etc., would be an asset.

Languages:

1. English (4 – Excellent)

Skills:

1. Conferences management: Know-how in conference management, including optimal utilization of human and physical resources
2. Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
3. 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.)
4. 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)
5. 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
6. 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.)
7. Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
8. 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).

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Job Description

The RO Data Analyst is accountable for a range of programme support functions pertaining to the execution of field operations. As a member of the Regional Team, s/he liaises closely with country teams on programme-related data and systems. S/he ensures data quality and consistency of all data inputs across the system, ensures adherence to best practices in document management and processing, collates and analyses data, and provides the necessary day-to-day advice to Country Programme Assistants in various IFAD Country Offices.

Key Functions and Results

PROGRAMME AND PROJECT SUPPORT:

The Regional Office Data Analyst supports the efficient and effective delivery of IFAD-supported projects. This involves substantive support to programme related data and systems support, data analysis, and support to performing analysis on programme-related financial data (e.g. annual work plans and budgets, disbursements, audits) monitoring deliverables against established deadlines, and support to oversight of project procurement, as required. Responsibilities may include: 

1. Update country web-sites with COSOP and details of operations in compliance with disclosure requirements
2. Maintain country briefs and profiles and contributing to regional learning events;
3.  Act as focal point for timely disclosure of project documents to relevant IFAD Country Operations webpages as per the IFAD Policy on the Disclosure of Documents
4. Follow up on timely submission of financial and audit reports and reports indicating action taken on supervision mission recommendations; 
5. As appropriate, support activities related to the oversight of project procurement in coordination with and under the overall guidance of the Senior Regional Procurement Officer, including: review of procurement provisions and arrangements of new projects to ensure their adequacy; review of AWPBs and procurement activities subject to IFAD no-objections; participating in project procurement reviews and following-up on recommendations with relevant project stakeholders. 

DATA QUALITY AND CONSISTENCY:

The Regional Office Data Analyst ensures data management and consistency across all programme-related data and ensures a full range of continuous training support GS and national staff in ICOs. S/he creates close links between the IFAD regional office staff and ICO staff and with the regional and Front Office teams. Responsibilities may include:

1. Provide general support for corporate results/data management, regional pipeline/implementation, and ensure data quality in IFAD systems (GRIPSs, ORMS), backstopping country teams to achieve and maintain quality standards
2. Perform analysis on programme-related financial data (e.g. annual work plans and budgets, disbursements, audits), including extracting and professional use of data from IFAD’s Grants and Investment Projects System (GRIPS) and Operational Results Management System (ORMS); 
3. Ensure compliance with IFAD system wide use ICP, CMT, Procurement Dashboard, FM requirements, Risk Predictor Tool ;
4. Monitor changes in usage and challenges with the use of corporate decision making and monitoring tools at country level
5. Trouble shoot and problem solve system related challenges at country level
6. Schedule and coordinate regional refresher training courses and programs with support from Regional Program Liaisons
7.  Work as part of Regional Team and provides support to Lead Regional Economist, Lead/Senior Portfolio Advisor, Senior procurement officer as and when needed 
8. Support the development and delivery of training sessions and events for Country Programme Assistants on IFAD rules, procedures, guidelines and corporate systems related to IFAD country programmes and processes in collaboration with relevant stakeholders.

REGIONAL-SPECIFIC KNOWLEDGE BUILDING AND KNOWLEDGE SHARING SUPPORT:

The Regional Office Data Analyst supports the collation and dissemination of good practices, lessons learnt and results in close collaboration with the country and regional team and other IFAD staff. This may include identification of project training needs, organization of related trainings and workshops and contribution to capacity building of project staff in program implementation, financial and budget management. S/He will also support organizing knowledge sharing events at country or regional-level, and prepare short analytical knowledge management papers on relevant thematic issues to promote knowledge sharing between various programmes, within the division, across PMD and with the remainder of IFAD. 

MANAGERIAL FUNCTIONS:

The Regional Office Data Analyst is accountable for integrity and transparency in the administration of IFAD resources. S/he is accountable for upholding IFAD’s core values and code of conduct, including integrity, transparency, and equity in the management of IFAD resources

Key Performance Indicators

Technical analysis and synthesis of information and data, including database management, creates the foundation for IFAD’s decision-making processes, and for ensuring quality of policy and programme advice provided to regional staff and/or the government. Analytical documents and linked monitoring frameworks (programme log frames inform the IFAD Results-Based Country Strategic Opportunities Programme [RB- COSOP] objectives and the Results Management Framework) are used in the development and evaluation of IFAD’s country programmes. Thus, the Regional Office Data Analyst contributes to upholding Divisional reputation by showcasing IFAD’s capacity for successful programme delivery, which enhances IFAD’s recognition as a reliable development partner. The key results have an impact on the efficiency and programme/project related decision making and operations risk management. Accurate analysis and presentation of information, thoroughly researched and fully  documented  work  strengthens  the capacity  of  the  RO  and  facilitates  subsequent  action  by  the supervisors. Incumbent’s own initiative is decisive in results of work and timely finalization.

Working Relationships

In the context of programme design and delivery, the Regional Office Data Analyst ensures the exchange of technical information and knowledge management among the programme team and across IFAD, as well as, forming and maintaining collaborative working relationships with counterparts and other relevant partners in the country/region, to enhance consistency and reliability in IFAD’s development assistance to the government. A positive outlook of IFAD as a credible/reliable development partner is emphasized in the maintenance of relationships with counterparts. S/He also provides programme/project logistical support to both the country offices as well as the local authorities, as required.

Job Profile Requirements

Organizational Competencies:

Level 1:

1. Building relationships and partnerships – Builds and maintains effective working relationships
2. Communicating and negotiating – Communicates effectively; creates understanding between self and others
3. Demonstrating leadership – Personal leadership and attitude to change
4. Focusing on clients – Focuses on clients
5. Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
6. Managing performance and developing staff –
7. Managing time, resources and information – Manages own time, information and resources effectively
8. Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
9. Strategic thinking and organizational development – Personal influence
10. Team working – Contributes effectively to the team

Education:

1. Level – Advanced university degree 
2. Areas – accounting, business administration, development, economics, finance, international relations, or related areas. Professional qualifications in Statistics, M&E, Digital and ICT would be an added value.  
3. Degree must be an accredited institution listed on https://www.whed.net/home.php.

Experience:

1. At least (2 to 4) years of progressively responsible professional experience in development institutions and/or government service.
2. Position-specific experience: Qualifying work experience in country programme analysis, management of analytic data packages, production of analytic reports and management of data for decision making, operations management and/or loan/grant administration with International financial institutions, development cooperation agencies, etc., would be an asset. 

Languages:

1. English (4 – Excellent)
2. Desirable: French, Spanish, or Arabic

Skills:

1. Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
2. IFAD partners: Knowledge of IFAD’s partners’ functioning and mandate , such as the public sector (e.g. governments and policy, institutions and system), non-state actors (NGOs, CSOs, Foundations, etc.) and private sector actors
3. Advanced data analytics: Statistical & econometrics research, forensic and advanced data analytics / data mining
4. Analytical skills: Outstanding ability to analyse and synthesize qualitative and/or quantitative information from a variety of sources and filter out key insights and recommendations
5. 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
6. Adaptability: Adaptability and flexibility when facing new or unexpected situations, and to specific constraints and circumstances and managing complex processes
7. 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.)
8. 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
9. Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
10. Integrity and ethics: Strong emphasis on acting with honesty, not tolerating unethical behaviour, demonstrating fairness, impartiality and sensitivity in exercising authority and interacting with peers, stakeholders, High sense of moral purpose and ethical conduct
11. 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)
12. 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
13. Project/Programme mgmt (incl. coordination, design, development): Know-how in Project design and evaluation