1. PROGRAMME/PROJECT 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, on behalf of their assigned country teams in all project phases (COSOP, Design/Implementation/Completion) for those activities in the Region
Responsibilities may include:
• Assistance in drafting of Terms of References preparation for missions members (COSOP, design, implementation support, completion)
• Support the preparation of documents and their alignment to IFAD standards and procedures (e.g. for project design report), monitoring to ensure timely submission to internal review processes and presentation to Governing Bodies;
• Organize 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 (e.g. maintaining data in IFAD corporate systems) ;
• Data base input of new investment projects/grants/programmes in IFAD’s Grants and Investment Projects System (GRIPS) and Operational Results Management System (ORMS) during design stage (e.g. log frame and planned milestones) as well as entering and updating data in IFAD’s Grants and Investment Projects System (GRIPS) and Operational Results Management System (ORMS), and extracting of project and country strategy information as required;
• Upload and profile required documents for records management and knowledge management purposes (e.g. in the Operations Library (ODC), on xdesk, through IFAD’s electronic records management system), and share of information with project partners and other stakeholders as required.
2. 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.
Administrative responsibilities span travel, human and financial resources, and procurement. Responsibilities may include:
• Prepare programme related travel arrangements, including related PeopleSoft Financials Enterprise Resource Planning (ERP) transactions, for staff located in IFAD’s RO/MCOs/country office(s) , 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;
• Logistical assistance during recruitment processes of non-staff personnel, e.g. consultants and interns, and related procurement activities, including PeopleSoft input and data maintenance
• Carry out HR and Financials ERP related transactions and initiating payment requests;
• Support the administration and execution of allocated programme related budgets and perform the first- level review of administrative expenditures, as required;
• Provide office assistance, dealing with routine document administration (including managing incoming and outgoing communications and maintaining office records and filing systems) as required;
• Provide background/supporting documentation upon request, formatting/drafting standard components of documents ensuring timely submission of appropriate documentation into IFAD’s records management system;
• Perform 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, supervision of support staff, as applicable.
Position specific:
• Provide assistance in drafting of Terms of References as required, preparation for missions members background documents (COSOP, design, implementation support, completion); support the contractual and travel arrangements and related payments.