IFAD Job Vacancy For Country Programme Assistant

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.

Post’s organizational accountability

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 regional divisions and an Operational Policy and Results Division. The Country Programme Assistant (CPA) post is located in an IFAD country office, including IFAD Sub Regional Hubs, South- South Triangular Cooperation Centers (SSTC)) and Knowledge Centers (KC) and stand- alone offices, and reports directly to the Country Director (CD) or Country Programme Manager (CPM) heading the office or to a Country Programme Officer (CPO) or to a Country Operations Analyst (COA). S/He works collaboratively with the Programme Liaison Associates of the respective regional division at IFAD HQ, and with the Country Operations Analyst to ensure consistency, cohesion and synergy in administrative and programme related matters. S/He may supervise an Administrative Assistant (AA).

The Country Programme Assistant is accountable for a range of administrative and programme support functions pertaining to coordination and execution of field operations. Key results/major activities include:

• Country Programme Administrative Support
• Resource Management and Office Support
• Managerial Functions

Key results expected / Major functional activities

COUNTRY PROGRAMME ADMINISTRATIVE SUPPORT: The Country Programme Assistant ensures the availability of timely, complete and accurate information and data to support the efficient and effective delivery of IFAD-supported projects, especially during the project implementation phase. This involves preparation of meetings and related documentation, support to missions, ensuring deliverables against established deadlines and maintaining data in IFAD corporate IT systems. Responsibilities may include:

• Organizing in-country meetings with internal and external project/programme stakeholders (e.g. project team meetings, negotiations, meetings with governments, country visits of senior management, learning events, etc.), including preparation and dissemination of relevant documentation and scouting for venues and related activities;
• Entering and updating data in IFAD’s Grants and Investment Projects System (GRIPS) and Operational Results Management System (ORMS) particularly during project implementation, and extracting of project and country strategy information as required;
• Uploading and profiling required documents for records management and knowledge management purposes (e.g. in the Operations Library, on xdesk, through IFAD’s electronic records management system), and sharing of information with project partners.
• Participating in select missions (also for learning purposes), as required;

RESOURCE MANAGEMENT AND OFFICE SUPPORT: The Country Programme Assistant ensures that the full range of activities pertaining to country programme administrative operations follow established regulations, rules and procedures and that coordination with the host agency at the country level is effective and collaborative. Administrative responsibilities span travel, human and financial resources, protocol, security and procurement as well as inventory support through corporate IT tools and systems. Responsibilities may include:

• Supporting recruitment of non-staff and undertaking of procurement activities, including PeopleSoft HR and Financials ERP related transactions and initiating payment requests;
• Supporting the administration, execution and monitoring of allocated budgets and perform the first-level review of administrative expenditures, as required;
• Supporting office asset administration (including maintenance of IFAD office furnishings and equipment, inventory control and vehicle/fleet management, if any)
• Providing office assistance, including calendar management, and dealing with routine document administration (including managing incoming and outgoing communications and maintaining office records and filing systems) as required;
• Providing background/supporting documentation upon request, formatting/drafting standard components of documents ensuring timely submission of appropriate documentation into IFAD’s records management system;
• Performing other administrative activities relating to the running of the office, as required and assigned by the head of the office.

MANAGERIAL FUNCTIONS: The Country 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; effective use of ERP functionality for improved business results; simplification of transaction and reporting processes; and improved client services.