Country Programme Assistant (Local recruitment* Côte d'Ivoire)

Organizational context

This position is only open to nationals of Côte d'Ivoire.

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

1. 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.

2. 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:

• Preparing travel arrangements, including related PeopleSoft Financials Enterprise Resource Planning (ERP) transactions, for staff located in IFAD's country office, including input of mission dates in corporate system, handling of visas and logistical arrangements, and supporting staff in being compliant with UNDSS recommendations on travel;

• 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.

3. 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.

Impact of Key results / Key performance indicators

The key results have an impact on the overall performance of the country office and success in the implementation of project/programme activities. Accurate data entry and presentation of information ensure proper programme decision-making. In the absence of a national Programme Specialist, the Country Programme Assistant is the institutional memory of and the continuity for the country programme. S/He is accountable for the full spectrum of administrative and standard project/programme support activities.

Representation / Work relationships

The Country Programme Assistant works in close collaboration with the staff in the IFAD country office, host agency counterparts and IFAD HQ to exchange information in support of programme delivery as well as, administrative and interagency activities. The incumbent is continually involved in enlisting the support and cooperation of the host agency as well as administrative units in HQ on a wide range of administrative matters.

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 manage the country office’s material resources and monitor its budget.
• Thorough 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.

Minimum recruitment qualifications

Education:

·  High school diploma is required

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 and/or other international organizations' administrative rules and regulations procedures and guidelines is required   

Language requirements:

•  Excellent written and verbal communication skills in English. Working knowledge of another official language (Arabic, French, or Spanish) is desirable             

Other information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

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.

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

This position is only open to nationals of  Côte d'Ivoire. IFAD is committed to achieving gender diversity. Women are particularly encouraged to apply.