The Programme Assistant ensures effective and regular delivery of work of the GP-SAEP Programme. The incumbent is accountable for a range of the Programme support and coordination functions, including financial, procurement, contract, and knowledge management, as well as logistical and administrative tasks pertaining to the coordination, execution and management of the Programme.

1. PROGRAMME SUPPORT: The Programme Assistant ensures the availability of timely, complete and accurate information and data to support the efficient and effective delivery of the Programme. The Programme Assistant supports and monitors the delivery of required reports from implementation partners to IFAD and from IFAD to the donors (EU/EC and BDC), identifies issues and suggests appropriate follow-up actions to ensure compliance within agreed deadlines and procedures by:

• Follow up on timely submission and completeness of audited financial statements and liaising with the assigned FMD finance officer, and communicate any eventual required follow-up actions to the Programme manager and the subproject grantees;
• Check that budgets in Withdrawal Applications (WA) from sub-project grantees are within the agreed budget lines in the AWPB and Grant agreement, assist in communication around payments, monitor disbursements and flag any eventual issues to the program manager.
• Assist in and monitor procurement processes and procedures liaising with the assigned procurement officers;
• Track and follow-up to ensure timely submission from subproject grantees of Annual Work Plans and Budgets (AWPB), grant progress reports (GPR), Statement of Expenditures (SOE);
• Monitor subproject grant milestones dates and follow-up with the concerned parties on implementation, supervision, extension or closure;
• Ensure registration of the programme sub-project grant official documentation;
• Support the drafting of progress reports and follow up on financial and audit reports to the donors facilitating that deadlines are met;
• Assist in updating the GP-SAEP monitoring system and preparation of knowledge products;
• Assist in the monitoring and managing of the GP-SAEP budget and keep the program manager and technical staff informed of budget status by preparing budget report and analysis.

2. PROGRAMME LIAISON: The Programme Assistant facilitates communication and work with and between internal and external stakeholders on administrative and knowledge sharing matters, and regularly informs the technical teams on applicable procedures as required. Responsibilities include:

• Liaising with Financial Management Services Division (FMD), the Financial Controller’s Division (FCD) and the Operational Policy and Results Division (OPR) and the Office of the General Counsel (LEG), as well as regional divisions of the Programme Management Deparment (PMD) on all legal, financial and procurement aspects relted with the programme, also ensuring communication and information of all relevant parties in all the aspects of the implementation.
• Organizing program partner meetings including meetings of the Programme Advisory Committee by ensuring timely administrative and logistical coordination, smooth running of activities and document finalization, printing and distribution as required;
• Originating and/or administer the procurement of goods and services;
• Archiving relevant programme documents at all stages of the project cycle as required, and share information with relevant partners as relevant;
• Maintaining a tracking system for correspondence and documents, to monitor and prioritize work progress within established deadlines, ensuring the work is completed in accordance with IFAD standards;
• Supporting the recruitment process of consultants, incuding supporting the drafting of TOR, liaising with the PMI Front Office and the Human Resources Division, iinitiating HR-related actions for recruitment/contract extension of consultants and interns and ensure timely and efficient completion of actions;
• Acting as a focal point for the induction of newly recruited, consultants and TPOs getting them acquainted with IFAD’s processes and procedures and providing them with the information required to become a valid member of the technical teams;
• Preparing travel and logistical arrangements for technical staff and consultants (Tickets, Security clearance, TA, VISA);
• Contributing to organizing learning events focusing on the results of the programme.

3. MANAGERIAL FUNCTIONS: The Programme Assistant is accountable for integrity and transparency in the administration of IFAD resources, including equipment, supplies and provide inputs into the programme budget, 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. The programme Assistant also actively fosters teamwork, as well as cross-divisional and cross-departmental collaboration.

The key results have a direct impact on the overall team efficiency and success in implementation of the GP-SAEP Programme. The Programme Assistant supports the supervisor and the technical team in the compilation and coordination of tasks, ensuring deadlines are met and that established rules and procedures are followed. The incumbent is accountable for the full spectrum of the programme support activities.

The Programme Assistant works in close collaboration with professional staff in IFAD HQ, the Regionally mapped staff and the ICO, implementing partners and donors, to exchange information in support of the programme delivery and administrative support. The incumbent is continually involved in enlisting the support and cooperation of administrative units in HQ on a wide range of administrative matters.

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 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 team

Education:

• Level – High school diploma

Experience:

• At least four (4) years of progressively responsible administrative and/or programme support experience.
• One (1) year in a multi-cultural organization or national organization providing support on a global scope.
• Position-specific experience: Administrative and/or programme experience, of which at least one year of direct experience with UN administrative rules and regulations procedures and guidelines is highly desirable.
• Experience in assitig in grant management is a plus
• Experience in financial management and procurement is a plus.

Languages:

• Required English (4 – Excellent)
• Desirable: French and/or Spanish (4 – Excellent)

Skills:

• 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.);
• 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.);
• 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;
• Initiative and good judgment, High sense of proactive initiative-taking and good judgement (including on security matters);
• Problem solving, Strong systemic and structured thinking, ability to identify creative viable and sustainable solutions and strategies;
• Budgeting, resource management, Know-how in budget administration and accounting, resource allocation and planning at divisional level;
• 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;
• 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);
• 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;
• Synthesis, Outstanding ability to synthesize and simplify complex technical information for a variety of (non-technical) audiences;
• 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 the work.;

*A co-terminus fixed-term appointment is an IFAD employment contract externally funded (supplementary funded, funded by trust funds in administration or other), strictly limited in duration to the funding of the position, where appointment and extension is conditional on the availability of resources and limited to the externally funded assignment. A co-terminus appointment shall not exceed the duration of the specific assignment and/or project outlined in the letter of appointment and does not carry any expectation, legal or otherwise, or conversion, irrespective of the length of service.

Staff members holding an IFAD fixed-term or indefinite appointment are eligible to apply to this co-terminus position with their employment terms and conditions, including contractual status, remaining unchanged. Given that the funding of this position is strictly limited in duration and conditional on the availability of supplementary funds, should the funding finish, the position will be abolished and the staff member will be subject to the relevant provisions foreseen in the HR Implementing Procedures. 

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.

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