Office Associate, Resource Management

Job Posting Organization:
The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized agency of the United Nations. Established in 1977, IFAD is dedicated to eradicating rural poverty and hunger by investing in rural people. The organization finances programs and projects that increase agricultural productivity and raise rural incomes, while advocating for policies that contribute to rural transformation at local, national, and international levels. IFAD operates in numerous countries around the world, focusing on rural development and poverty alleviation. The Department for Country Operations (DCO) is responsible for overseeing the origination, design, and management of IFAD investments, including both sovereign and non-sovereign operations, as well as non-lending activities within country programs. DCO interfaces with governments, the private sector, and other stakeholders to deliver IFAD's program of work and ensure quality oversight of the portfolio. The organization is structured into five regional divisions and various units, with a strong emphasis on collaboration and effective resource management.

Job Overview:
The Office Associate for Resource Management plays a crucial role in the overall management of administrative services and workflows at the departmental or divisional level. This position is responsible for business support, resource management, planning, and office communications. The incumbent will execute and manage processes and transactions to ensure efficient, high-quality work that enhances the smooth running of the organizational unit. This role involves close collaboration with staff in IFAD Country Offices, Multi-Country Offices, and Regional Offices. The Office Associate will be accountable for providing comprehensive support to the Associate Vice-President (AVP) or Director, ensuring adherence to established rules and procedures, and maintaining the integrity of operations. The position requires a proactive approach to managing workflows, communications, and information management within the office, ensuring that all outputs are timely and meet corporate standards.

Duties and Responsibilities:
The duties and responsibilities of the Office Associate include, but are not limited to:

• Providing business support to the AVP or Director by organizing and managing their calendar, travel arrangements, and preparing briefing materials for official trips or meetings.
• Drafting responses to inquiries and coordinating responses to sensitive or complex issues.
• Liaising with internal and external clients to ensure smooth business operations.
• Coordinating logistics for internal and external meetings and committees.
• Reviewing correspondence and official documents for accuracy and compliance with guidelines.
• Managing departmental budgets, including monitoring trends and future requirements, and supporting financial reconciliation.
• Training staff on budget responsibilities and compliance with IFAD rules.
• Managing procurement processes for goods and services.
• Ensuring timely submissions of reports and documentation by staff, and supervising junior staff assigned to the office. 1
• Establishing and maintaining filing and reference systems, and administering corporate IT platforms.

Required Qualifications:
The position requires a high school diploma as a minimum educational qualification. Candidates must possess at least five years of progressively responsible secretarial and administrative experience, with one year of relevant experience in office support within a multi-cultural or national organization. Familiarity with the IFAD project cycle and corporate systems such as GRIPS and ORMS is desirable. Experience in a decentralized environment and supporting multiple stakeholders is a strong advantage. Candidates should demonstrate strong organizational competencies, including building relationships, effective communication, leadership, client focus, and problem-solving abilities.

Educational Background:
A high school diploma is required for this position. Additional qualifications or certifications in administration or related fields may be beneficial but are not explicitly stated as mandatory. Candidates with further education or specialized training in resource management or administrative support may have an advantage in the selection process.

Experience:
Candidates must have a minimum of five years of progressively responsible experience in secretarial and administrative roles. This experience should include at least one year of relevant office support experience in a multi-cultural organization or a national organization with a global scope. Familiarity with the IFAD project cycle and corporate systems is desirable, as is experience working in a decentralized environment supporting multiple stakeholders across various office structures.

Languages:
Fluency in English is mandatory, with a proficiency level of 4 (Excellent). Additional language skills may be considered an asset but are not specified as mandatory for this position. Candidates who can communicate in other UN languages or regional languages relevant to IFAD's operations may have an advantage.

Additional Notes:
The position is based in Rome, Italy, and is subject to the authority of the President of IFAD. All staff members are expected to be geographically mobile and may be assigned to various activities of the Fund. IFAD is committed to diversity and inclusion and does not discriminate based on various factors, including ethnicity, gender, or disability. The organization emphasizes the importance of maintaining legal status to live and work in the country of recruitment. Candidates may be required to participate in a written test, presentation, and interviews as part of the selection process. IFAD staff members are international civil servants and are expected to adhere to the organization's policies and guidelines.