Vacancy Announcement Number 1865
Date of Issue 17/12/2019
Deadline for Applications 19/01/2020
Organizational Unit East & Southern Africa Div.
Level G-4
Duration of Assignment 2 years fixed term renewable
This position is only open to nationals of Kenya, or to people holding valid working permits in Kenya .
The Accountabilities/key Results Expected Are
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 Administrative Assistant (CAA) post is located in an IFAD Sub-regional Hub and reports directly to the Country Director heading the office. S/He works collaboratively with the full array of the staff located in the assigned hub including technical staff from the Strategy and Knowledge Department (SKD), financial staff from the Financial Operations Department (FOD), SSTC and partnerships staff from the External Relations and Governance Department (ERG) in addition to those staff programme staff in PMD, including the Country Programme Assistant based in her/his Sub-regional Hub. S/He is accountable for routine office communications, operational and secretarial support services to contribute to a smooth implementation of the hub plan and to ensure efficient workflow and effective management of information.
Routine Office Communications & Workflow
Operational Support
Office Support
Administrative Functions
Key results expected / Major functional activities
COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the Hub and between the Hub and HQ, to enhance the efficiency and timeliness of outputs in meeting corporate targets. 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 office; 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.
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. Responsibilities may include:
Provide support for the organization of 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;
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 (for administrative support and support organization of events, such as workshops, seminars etc, as required.
The CAA may also act as a back-up for the Country Programme Assistant during absence on leave or in instances of peak workload
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. Responsibilities may include:
Prepare the travel arrangements, including related 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 compliance with UNDSS recommendations on travel;
Supporting the recruitment of non-staff hired by the Hub/ Country Office, including processing of the Enterprise Resource Planning (ERP) related transactions and initiating payment requests;
Supporting office asset administration (including maintenance of IFAD office furnishings and equipment, inventory control and vehicle/fleet management in liaison with the Country Operational Analyst);
Providing background/supporting documentation upon request, formatting/drafting standard components of documents, maintaining office records and filing systems ensuring timely submission of appropriate documentation into IFAD’s records management system.
ADMINISTRATIVE FUNCTIONS: Is accountable for integrity, transparency, equity in the personal use of assigned IFAD equipment and supplies, and 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 scope of key results of the Country Administrative Assistants at the GS-4 level is typically limited to the Sub-regional hub office activities. S/He provides support in the application of established rules and procedures as well as in typical, non-specialized support work, including administrative support in the implementation of project/programme activities and IFAD’s Hubs. The work is mostly standard in nature; there are few para-specialized administrative activities that could require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.
Representation / Work relationships
The Country Administrative Assistant based in IFAD Sub-regional Hubs at the GS-4 level works in close collaboration with the staff in the office and is mainly 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.
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
Training and experience using MS Word, Excel, PowerPoint as well as good command of ERP information management systems and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset;
Knowledge of IFAD administrative policies and procedure, including UN/IFAD regulations and rules pertaining to travel, HR and procurement, including inventory control;
Organizational, planning and prioritizing skills and abilities;
Ability to deal patiently and tactfully with visitors;
Sense of initiative and good judgment;
Ability to work effectively with people of different national and cultural background;
Ability to work in a team environment to achieve common goals.
Education
Minimum recruitment qualifications
Secondary school education is required.
Experience
At least three (3) years of secretarial and/or clerical experience. Programme experience of at least one year is desirable.
Language Requirements
Excellent written and verbal communication skills in English, and the prominent country language where the incumbent is assigned.
Other
Must be a national of, or hold a valid working permit for, the country of assignment.
Other Information
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
This position is only open to nationals of Kenya, or to people holding valid working permits in Kenya .
IFAD is committed to achieving gender diversity. Women are particularly encouraged to apply.
