Organization: IFAD – International Fund for Agricultural Development
Office: IFAD Nairobi
Closing date: Saturday, 20 November 2021
Job Title: Regional Office Administration & Resource Analyst*
Date of issue: 10/31/2021
Close Date: 11/20/2021
Organizational Unit: East & Southern Africa Div.
Full/Part Time: Full-Time
Assignment Duration: 2 Years
*This position is only open to nationals of Kenya.
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.
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 Regional Office Administration and Resource Analyst (ROR) position is located in an IFAD Regional Office (RO) and reports directly to the respective Regional Director (RD).
This vacancy is based in the East and Southern Africa Division (ESA) and reports to the Director of ESA.
The Regional Office Administration and Resource Analyst (ROR) is responsible for day-to-day management of administrative activities pertaining to the RO and workflows at divisional level including business support, resource management and planning.
S/he executes and manages processes and transactions ensuring efficient and high quality and accuracy of work to enhance the smooth running of the Division in the RO, IFAD Country Offices (ICOs) and Multi-country Offices (MCOs) and its workflow and management of information. S/he provides technical guidance and support to the Regional Office Assistant (ROA), the Country Programme Assistant (CPA) and/or Country Administrative Assistant (AA) in the region in the defined areas, collaborates closely with staff at IFAD HQ collating information and data to ensure consistency, cohesion and synergy in administrative and programme related matters.
Key Functions and Results
- RESOURCE MANAGEMENT AND PLANNING: The ROR is responsible for ensuring efficient day-to-day handling of financial and non-financial resources pertaining to divisional staff in the region through corporate IT tools and systems ensuring practices follow established regulations, rules and procedures. S/he works collaboratively with IFAD HQ. Responsibilities may include:
Under the overall responsibility of the Budget Holder for the division assigned, consolidate, administer, execute and monitor divisional budgets including regular and non-regular budgets, and certify administrative expenditures, including travel administration and purchasing consultancy services, other goods and/or services;
Provide analysis on value for money and management of recurrent costs, budgeting for full cost-recovery, and efficient use of resources for MCOs and ICOs.
Provide training to relevant staff on monitoring allocated budgets and approval of transactions in compliance with IFAD rules and delegation of authority.
Analyze and reconcile financial discrepancies and provide assistance in the review and preparation of documents with budgetary implications; provide recommendations on efficient use of budget and effective resource planning based on sound analysis.
Coordinate effective support to other offices in the regional division with financial reconciliation of monthly and quarterly Service Clearance Accounts and State of Expenditures
Prepare, organize and deliver regularly presentations, reports and analysis on budget utilization and generating regular reviews and final reporting;
Contribute to the planning of divisional human resources requirements and initiate HR-related actions for recruitment/contract extension and ensuring timely and efficient completion of actions;
Support the management of relationships with the host agency on financial matters and HR-related matter.
- MONITORING OF DIVISIONAL OUTPUTS AND ACTIVITIES: The Regional Office Administration and Resource Analyst is fully responsible for ensuring timely submissions of reports, correspondence and documentation within stipulated deadlines, as well as adherence to corporate standards and processes. Accountabilities include but are not limited to:
Ensure quality of process in all divisional outputs and activities;
Gather, analyze and provide analytics and data to facilitate decision making on divisional outputs and activities, as required;
Ensure standards and procedures are adhered to in respect to the consultancy contract management, namely recruitment of consultants, payments, deliverables and any changes in proposed consultant fees in coordination with the various teams in the division and within IFAD;
Ensure proper workflows for divisional documents/correspondence going to or through the RD to enhance the efficiency and timeliness of operations and outputs;
Liaise with responsible officers with regards to standardization, renewals and termination of contracts and monitoring of contract portfolio;
Coordinate with relevant colleagues across the regional division to ensure consistency and efficiency.
- REGIONAL OFFICE ADMINISTRATION AND BUSINESS SUPPORT: The ROR organizes and manages the full range of activities to support the RD in the coordination of the front office workflow and administration, demonstrating good judgment with a sense of priorities and effective sequencing of activities or events ensuring integrity and adherence to established rules and procedures. Accountibilities include but are not limited to:
Support the learning and development of other administrative support staff, to ensure they possess up-to-date knowledge of systems and procedures required to perform their duties;
Ensure proper management of divisional absences, addressing errors;
Ensure timely preparation of concise info packs of relevant material prepared by the relevant team members for the attention of the Regional Director
Ensure the office filing and reference systems, both traditional and digital are well maintained and updated.4. DIVISIONAL COMMUNICATIONS AND INFORMATION MANAGEMENT: The ROR fully manages the communication and workflow of the regional office to ensure the effectiveness, efficiency and timeliness of office operations and outputs.
- MANAGERIAL FUNCTIONS: The ROR is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.
Key Performance Indicators
Technical analysis and synthesis of information and data creates the foundation for IFAD’s decision-making processes. The ROR is accountable for applying a broad range of specialized administrative and financial/budgeting rules and procedures in the coordination of administrative support to the organization unit served. Initiating, monitoring and ensuring provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary and/or contract staff. He/She contributes to upholding of the RO reputation by showcasing IFAD’s capacity for successful programme delivery, which enhances IFAD’s recognition as a reliable development partner. The key results have an impact on the efficiency of the MCOs and ICOs. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the RO and facilitates subsequent action by the supervisors. Incumbent’s own initiative is decisive in results of work and timely finalization.
The ROR represents the supervisor in initiating, following up on and resolving issues pertaining to administrative services and management of resources. Internally, the incumbent collaborates with various divisions to ensure efficient execution of divisional budget and other relevant work programme in coordination with PMD Front Office. The incumbent ensures, form and maintain collaborative working relationships with counterparts and other relevant partners in the country, including government agencies and UN agencies, to contribute to information and knowledge sharing. External contacts may include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings and events. Communications involve the exchange of information across the Fund at the various levels and externally to governing body representatives.
Job Profile Requirements
Organizational Competencies – Level 1
Strategic thinking and organizational development: Personal influence
Demonstrating Leadership: Personal leadership and attitude to change cxnD13g CWdGUq
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
Education: Level – Advanced university degree Areas – accounting, business administration, development, economics, finance, international relations, or related areas.
Degree must be an accredited institution listed on https://www.whed.net/home.php.
At least two (2) years of progressively responsible and relevant professional experience in UN agencies, development institutions, government service and/or other relevant organizations.
Position-specific experience: Qualifying work experience in projects/ programme analysis, resource planning, budgeting, office administration. Experience with procurement and HR contract management and oversight
Required English (4 – Excellent)
Desirable: French, Spanish, or Arabic
Position-specific requirement: proficiency in French highly desirable
Job role specific
Resources management: Know-how in the management of human, financial and material management of IFAD resources 4
Budgeting, resource management: Know-how in budget administration and accounting, resource allocation and planning at divisional level 4
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 4
Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations 4
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.) 3
Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language 3
Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies 4
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 3
Listening: Effective and active listening to others; understanding and acting upon indirect statements 3
Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants) 3
ICT & digital fluency: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.
Position specific: Exposure to and familiarity with different software and applications relevant for the job.
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.
This position is only open to nationals of Kenya. IFAD is committed to achieving gender diversity. Women are particularly encouraged to apply.