Assistant - (*) Internal G-4 - Environment and Climate Divison

Duration of Assignment
One-year fixed-term

(*) ELIGIBILITY CRITERIA:

This is an internal vacancy announcement and is restricted to applications from the following categories: (a) continuing staff (b) fixed-term staff with a contract of one year or more (c) temporary General Service staff, who have served in IFAD for a total of 36 months or longer as per the eligibility list.
Organizational Context
Organizational Context: In 2010 Environment and Climate Division (ECD) was created. This Division led the development and approval of the Climate Change Strategy (2010) and a wider Environment and Natural Resources Policy (2011). Implementation of these policies involves promoting and supporting a “climate smart” and “environmentally sound” IFAD portfolio.
Duties and Responsibilities
Duties: Under the overall guidance of the Director of the Environment and Climate Division, and direct supervision of the Knowledge Management and Advocacy Manager the incumbent will provide secretarial, clerical and administrative support, applying knowledge and experience to ensure that IFAD fulfills its responsibilities in accordance with its mandate. The incumbent will support all Knowledge Management and Advocacy activities (50%) and project management in Eastern and Southern Africa (50%). In particular, the incumbent will carry out the following duties:

1. Documentation/correspondence: screen incoming correspondence; follow-up on required action. Draft, prepare and process routine correspondence and administrative documentation. Correct and proof documents to ensure consistency with requirements, consolidate packages and circulate as required. Ensure follow-up for receipt of documentation and approval. Maintain and update a sound filing system, electronically or otherwise, of records and reports.
2. Meeting arrangements: schedule meetings, organize logistics, consolidate and circulate all documents. Where necessary, take minutes and track follow up actions.
3. Procurement: serve as focal point for procurement of goods and services for GEF grants for Regional responsibility or other, including securing all contract pre-requisites, raising PeopleSoft commitments and administering contracts.
4. Project cycle: monitor timelines and activity deadlines to ensure activities are completed on time. Signal problems/delays to RCES, suggesting solutions and/or implementing actions, as appropriate.
5. Travel arrangements: assist in mission preparations, raising Travel Authorizations and organizing required visas and security clearance. Assist in researching/compiling background documentation as required.
6. Perform other duties are required.
Education and Experience
Professional Requirements:
• Education/Experience: High school education, minimum of 3 years’ progressively responsible secretarial or communications related experience. IFAD experience is desirable; GEF experience is an asset.
• Languages: Full command of written and spoken English essential. Knowledge of one or more of the other official languages of IFAD is desirable.
• Knowledge: Familiarity with IFAD administrative and correspondence procedures desirable; while familiarity with GEF administrative and correspondence procedures an asset. Excellent computer skills (including MS Office Suite) and understanding of office management (e.g. computer systems administration, financial systems, file management) essential.
• Skills: Excellent organizational skills. Ability to manage multiple tasks and prioritize, coordinate and work efficiently and accurately under deadline pressures. Good interpersonal skills and flexibility in terms of job content is essential. Keyboard test in English at 35 wpm essential.
• Profile: Highly motivated to learn, fast learner, positive-attitude, flexibility, creativity, self-control. Team spirited with sense of responsibility, fairness, commitment, courtesy and tact. Ability to handle sensitive and confidential matters. Proactive and performs well. Ability to work independently, accurately and with attention to details, under minimum supervision. Availability during peak workload periods and periods when staff members are on mission/leave. Ability to work with staff members of different national and cultural background
Tech/Functional Competencies
Competencies:
• Good planner and implementer;
• Ability to work in a team and in a multi-cultural environment;
• Proven ability to work independently and work under tight deadlines;
• Highly motivated, demonstrates initiative and is a fast learner;
• Strong communications and interpersonal skills ;
• Demonstrated capacity to multi-task;
• Establishes good working relationship with clients and colleagues;
• Practices good judgment and ability to decide on his/her own.
Other Information
Interested candidates are requested to apply by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF. The application should be made through the online system only.

Short-listed candidates may be required to undergo written tests and a formal interview process.

Applicants should note that IFAD staff members are subject to the authority of the President and may be assigned by him to any of the activities of IFAD so candidates should be willing to rotate.

All recruitment and appointments at IFAD are based on open competition and merit. IFAD is an equal opportunity employer.

The appointment may be initially at a level lower than the classified level of the position if the work competencies indicated above are not matched.

If applicants do not hear from HRD within three months from the date of application, they should consider their application unsuccessful.

IFAD staff who may be appointed against these functions will not have return rights to their former functions.
This vacancy is subject to local recruitment conditions.
Assistant - (*) Internal G-4 - Environment and Climate Divison