Liaison Office Coordination Analyst, America Liaison Office (ALO), Washington

Job Title : Liaison Office Coordination Analyst, America Liaison Office (ALO)

ID : 28150

Location : WASHINGTON

Date of issue : 05/02/2025

Close Date : (Midnight, Rome Time) 05/26/2025

Organizational Unit : Global Eng., Part. & res. Mob.

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 2 Years

Grade : P-2

Organizational Setting

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 External Relations Department (ERD) leads IFAD's external engagement through public and political advocacy, global policy engagement, partnership building, resource mobilization and strategic communications. ERD also leads IFAD's Replenishment, which is the process through which IFAD mobilizes core funding from Member States and agrees on priorities and targets for the Fund's work during each three-year replenishment period. ERD is led by an Associate Vice President and is comprised of two divisions: Global Engagement Partnership and Resource Mobilization Division (GPR) and the Communications Division (COM) and one initiative: The Food Systems Coordination (FSC).

The Global Engagement, Partnership and Resource Mobilization (GPR) Division has a specific focus on global policy engagement, partnerships (including with Member States and bilateral and multilateral organizations), and on driving the resource mobilization efforts with traditional and non-traditional donors and partners. Within this framework, the GPR Division addresses three main functions: Global policy engagement and multilateral relations; Strategic partnerships; Replenishment and resource mobilization, including supplementary funds and blended finance.

GPR is led by a Divisional Director and comprises four (4) Liaison Offices: the Americas Liaison Office which includes a presence in Washington, D.C. (ALO) and New York (NYLO); the Saudi Arabia Liaison Office (SLO); the Japan Liaison Office (JLO); and an office in Brussels (EU/BRX).

The incumbent works under the general supervision of the Chief/Senior Partnership Officer, across GPR organizational units with cross-functional key partner management teams to leverage coordination, budget, travel and relationship management skills, assets and professional social networks.

Job Role

The purpose of the position is to support the office's deepening of corporate level collaboration with key stakeholders and provide and support an interface for environmental scanning, knowledge exchange, resource mobilization, and policy influence within the scope of assignment. The incumbent may also serve as focal point and resource for team and broader GPR colleagues on specific thematic areas of strategic relevance for partnership development. The key result is to facilitate smooth operation within the DC and NY liaison offices to help the teams ensure greater visibility for IFAD and influence in support of its mission.

This position has a role that includes a focus on the management of administrative services at workflows for the Liaison Offices both in Washington D.C. and New York, including business support, resource management and planning and office communications - key underpinnings of the offices' abilities to execute their objectives. The incumbent will also have a role to support the Multilateral Development Bank portfolio (MDB).

Key Functions and Results

1. ANALYSING NEW POTENTIAL PARTNERSHIP AND RESOURCE MOBILIZATION OPPORTUNITIES: The incumbent receives and screens inquiries from potential collaborators and facilitates communication with appropriate IFAD staff and escalates opportunities to more senior colleagues for implementation. The position provides backstopping support to Partnership Officers, Senior Partnership Officers and Chief Partnership officers in the provision of laying down analytical groundwork by scanning and scouting the external environment within designated partnership areas for opportunities and risks, and shares information in a timely fashion with relevant IFAD staff. The incumbent also provides logistical and programmatic support to senior management and other IFAD staff in corporate engagement and interaction with assigned partners.

2. MANAGING THE DATABASE OF KEY CONTACTS AND EXPANDING DONOR BASE: The position develops and maintains knowledge and familiarity with current and prospective partners and relevant stakeholders, maintaining a database of key contacts on partnership and resource mobilization. The incumbent expands IFAD's network of key interlocutors to build stronger relationships between IFAD and interested focus areas depending on the team the incumbent is assigned to, by analyzing current trends and formulating recommendations for strategy approaches and message development to more senior level officers.

3. SUPPORTING THE OUTREACH, ENGAGEMENT, POLICY INFLUENCE AND COLLABORATION: The position supports the identification and pursuit of opportunities for outreach, policy engagement, influence and collaboration, and supports the development and management of initiatives for high-level outreach. The incumbent monitors the implementation of annual partnership engagement and resource mobilization plans and proactively proposes mitigating actions as required.

4. COORDINATION AND BUSINESS SUPPORT TO THE ALO AND NYLO OFFICES: The position manages office business and support. Accountabilities typically include but are not limited to: (i) Maintaining calendar for both ALO and NYLO Office Heads and managing their and other staff's travel arrangements; (ii) Preparing briefing materials for official trips or meetings; (iii) Drafting responses to written inquiries on routine and non-routine queries and coordinating responses to sensitive or complex issues; (iv) Liaising with internal (HQ and field) and external clients for the smooth functioning of business operations; (v) Organizing the logistics of internal and external meetings/committees; (vi) Reviewing all correspondence and official documents for style, factual and grammatical accuracy, as well as conformance with established guidelines and procedures; (vii) Preparing the submission of correspondence for the supervisor's signature.

5. RESOURCE MANAGEMENT AND PLANNING: The position contributes to the planning and delivery of the divisional/departmental work plan(s) and budget. Accountabilities typically include but are not limited to: (i) Consolidating, monitoring and administering departmental/divisional budgets including regular and non-regular budgets; (ii) Assessing budget trends and future requirements; (iii) Preparing and delivering presentations and reports on budget utilization; (iv) Originating and/or administering the procurement of goods and services (e.g. non-staff recruitments, commercial and non-commercial entity contracts); (v) Coordinating divisional or departmental work plan(s) and generating regular reviews and final reporting; (vi) Initiating HR-related actions for recruitment/contract extension and ensuring timely and efficient completion of actions.

6. DIVISIONAL/DEPARTMENTAL OUTPUTS AND ACTIVITIES: The position is responsible for ensuring timely submissions by staff of reports, correspondence and documentation within stipulated deadlines, as well as adherence to corporate standards and processes. Accountabilities typically include but are not limited to: (i) Coordinating work flows for divisional/departmental documents/correspondence going to or through the AVP or Division Director; (ii) Effecting quality checks of official documents/correspondence; (iii) Ensuring organization and logistics for meetings and events; (iv) Providing guidance on corporate administrative processes, through induction and briefing/debriefing of staff and consultants; (v) Coordinating work of junior staff assigned to the office; (vi) Ensuring proper office management of goods and tools for an effective running office; (vii) Coordinating divisional travel plans. (viii) Recording divisional absences.

7. DIVISIONAL/DEPARTMENTAL COMMUNICATIONS AND INFORMATION MANAGEMENT: The position coordinates the communication and workflow of the office of the AVP or Division Director to ensure the effectiveness, efficiency and timeliness of office operations and outputs. Accountabilities typically include but are not limited to: (i) Maintaining the office filing and reference systems, both traditional and digital; (ii) Ensuring the inter/intra-net websites are up to date and accurate; (iii) Maintaining and updating corporate IT platforms.

8. COMMUNICATIONS AND WORKFLOW: Organizes and facilitates the communications and workflow of the organization to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include:

• focal point for IFAD on all administrative issues in the UN DC group and represent IFAD in meetings with the UN agencies in Washington regarding similar issues
• manages incoming and outgoing correspondence, e-mails and telephone calls
• communicates sensitive information to higher level managers provides information pertaining to the work of ALO and NYLO

9. MANAGERIAL FUNCTIONS: Accountabilities typically include integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies, including: (a) Performs the function of a Budget Assistant for ALO and NYLO, including -

• Submits budget requests and analyzes budget performance throughout the year. Prepares cost estimates for special projects/events
• Responsible for all ALO/NYLO budget related issues and ensures availability of budget, conforming to administrative rules and regulations
• Focal point for clean-up of Purchase Orders, accruals and other quarterly and year-end activities
• Contributes to the preparation and strategic justification of the annual office budget, work plans and other reports; submits the agreed budget

(b) Budgetary and financial operations responsibility including -

• Manages payments directly to vendors and negotiates with service providers on behalf of ALO and NYLO
• Authorizes purchase of goods against budget and keeps track of expenditures.

(c) Coordinates with other divisions at IFAD on payments due to the UN HQ in New York for services and goods rendered related to various events hosted by different divisions.

(d) Acts as internship coordinator, evaluates and supervises interns' work schedule and availability (virtually and in person) in the office.

Key Performance Indicators

The work requires analysis of current trends. While the type of analysis and decision-making varies, typical examples include interpreting a body of rules, regulations and precedents to determine new partnership opportunities. This level of position has access to advice and on-the-job training from more senior officers.

Assignment involves the management of processes as well as partnership related and analytical work.

Working Relationships

The work relationships of coordination specialists involve close interaction with team members, and staff throughout the Fund. This requires skills in building constructive, effective relationships. External contacts are predominantly with current and prospective partners and relevant stakeholders.

Job Profile Requirements

Organizational Competencies:

Level 1:

• Building relationships and partnerships - Builds and maintains effective working relationships
• Communicating and negotiating - Communicates effectively; creates understanding between self and others
• Demonstrating leadership - Personal leadership and attitude to change
• Focusing on clients - Focuses on clients
• Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates
• Managing time, resources and information - Manages own time, information and resources effectively euD0q7Q PHMNB
• Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability
• Strategic thinking and organizational development - Personal influence
• Team working - Contributes effectively to the team

Education:

• Level - Advanced university degree from an accredited institution
• Areas - Areas - Economics, Finance, Political Sciences, Public Policy, Public Administration, Development Studies or related field..

Degree must be from an accredited institution listed on https://www.whed.net/home.php

Experience:

• At least two (2) years of progressively relevant experience is required.
• Experience in a multi-cultural organization providing analytical support is highly desirable

Languages:

• Required: English (4 - Excellent)
• Desirable: French, Spanish, or Arabic (3 - Good)

Skills:

• Advocacy: Ability to leverage IFAD knowledge and/or communication materials to maintain and promote constructive dialogue around IFAD`s vision and strategic priorities to external actors
• Partnership building: Ability to formulate new approaches or identify new opportunities to build relationships with both traditional and non-traditional partners, focusing on impact and results.
• Stakeholder management: Strong alignment capabilities and consultation skills, building on effective interactions and relationships with different stakeholders (e.g. for the co-creation of communication material with member states) and ability to build and maintain a strong network (e.g. with journalists, media outlets, etc.)
• Basic 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.)
• Listening: Effective and active listening to others; understanding and acting upon indirect statements
• 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
• Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language
• 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.)

Other Information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD. In accordance with IFAD's Human Resources Policy, the President can decide to assign them to any of the activities of the Fund. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.

IFAD is an Equal Opportunity Employer and does not discriminate based on ethnic, social, or political background, colour, nationality, religion, age, gender, disability, marital status, family size, or sexual orientation. This is in line with our Diversity, Equity and Inclusion (DEI) Strategy and our Policy to prevent and respond to sexual harassment, sexual exploitation and abuse.

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org.

In accordance with IFAD's provisions, all new staff members will normally be placed at the first step in the grade level for which they have been selected. For information on IFAD's remuneration package, please visit IFAD's compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements.

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

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.