Country Administrative Assistant (AIM-N), Suva, Fiji

Job Title : Country Administrative Assistant (AIM-N) - Suva, Fiji

ID : 28328

Location : SUVA

Date of issue : 05/11/2025

Close Date : (Midnight, Rome Time) 06/09/2025

Organizational Unit : Asia & the Pacific Div.

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 2 Years

Grade : G-4

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 Department for Country Operations (DCO) oversees the origination, design and management of IFAD investments, including sovereign and non-sovereign operations, as well as the design and implementation of non-lending activities within country programmes, including policy engagement and SSTC. DCO is the department that primarily interfaces with governments, the private sector and other stakeholders to deliver IFAD's programme of work and to provide oversight to ensure quality of the portfolio.

DCO is led by an Associate Vice-President and is composed of five (5) regional divisions: Asia and the Pacific Division (APR), East and Southern Africa Division (ESA), Latin America and Caribbean Division (LAC), Near East, North Africa and Europe Division (NEN), and West and Central Africa Division (WCA), the Private Sector Operations Division (PSD), and two (2) units: the South-South and Triangular Cooperation Unit (SSTC) and the fragility unit (FRU).

The Regional Division APR is led by a Divisional Director, based in the IFAD Regional Office in Bangkok, Thailand. The Division leads on the design and delivery of IFAD country and regional programmes in APR. The precise country coverage of the division varies across replenishment periods.

Job Role

The incumbent is accountable for routine office communications, operational and secretarial support services to contribute to a smooth implementation of the regional plan and to ensure efficient workflow and effective management of information.

The incumbent primarily supports the Global Agriculture and Food Security Programme (GAFSP) co-financed Agricultural Investment for Markets and Nutrition Project (AIM-N) to ensure the accurate and timely execution of administrative and programmatic activities. In addition, as part of the ICO, they also work collaboratively with the Country Programme Assistant and other staff of the ICO in supporting the timely and accurate execution of administrative activities relating to other initiatives under the Pacific portfolio.

Key Functions and Results

1. COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the Office and between the Office and HQ, to enhance the efficiency and timeliness of outputs in meeting corporate targets. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the office; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.

2. OPERATIONAL SUPPORT: Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include ERP data entry and reporting activities as originator; applying internal procedures and tracking systems for correspondence and documents; verifying work is completed in accordance with IFAD standards and within established deadlines; monitoring work progress and priority cases; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes. Responsibilities may include:

• Provide support for the organization of 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;
• Uploading and profiling required documents for records management and knowledge management purposes (e.g. in the Operations Library, on xdesk, through IFAD's electronic records management system), and sharing of information with project partners;
• Participating in select missions (for administrative support and support organization of events, such as workshops, seminars etc, as required;
• The incumbent may also act as a back-up for the Country Programme Assistant during absence on leave or in instances of peak workload.

3. OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor's signature; and may make informal translations of correspondence. Responsibilities may include:

• Prepare the travel arrangements, including related ERP transactions, for staff located in IFAD's country office including input of mission dates in corporate system, handling of visas and logistical arrangements, and supporting staff in compliance with UNDSS recommendations on travel;
• Support the recruitment of non-staff hired by the Office, including processing of the Enterprise Resource Planning (ERP) related transactions and initiating payment requests; Support office asset administration (including maintenance of IFAD office furnishings and equipment, inventory control and vehicle/fleet management in liaison with the Country Operational Analyst);
• Provide background/supporting documentation upon request, formatting/drafting standard components of documents, maintaining office records and filing systems ensuring timely submission of appropriate documentation into IFAD's records management system.

4. ADMINISTRATIVE FUNCTIONS: Is accountable for integrity, transparency, equity in the personal use of assigned IFAD equipment and supplies, and 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.

5. PROGRAMME/PROJECT SUPPORT: Supports the Agricultural Investment for Markets and Nutrition Project (AIM-N), in ensuring the accurate and timely execution of administrative tasks related to AIM-N's implementation, monitoring, reporting, supervision and completion activities. This includes preparing draft correspondences and communication material with the two participating Governments and their respective Project Management Units, for vetting by the Country Programme Coordinator.

In addition to supporting AIM-N, they also collaborate with the Country Programme Assistant and other staff of the ICO team to support the efficient and effective delivery of projects under IFAD's Programme of Loans and Grants as well as Supplementary-funded projects, in all project phases (COSOP, Design, Implementation, Supervision, Completion) for those activities in the Pacific Region.

• Assistance in drafting of Terms of References for the Country Director's missions and checking that all mission Terms of Reference are aligned with IFAD standard templates;
• 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 as required;
• 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);
• Database 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. logframe and planned milestones) as well as entering and updating data in IFAD's GRIPS and 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;
• Prepare programme related travel arrangements, including related PeopleSoft Financials Enterprise Resource Planning (ERP) transactions, for staff located in IFAD's Fiji In-country office, 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;
• Provide administrative support for the programme/projects including supplementary funded projects.

Key Performance Indicators

The scope of key results of the incumbent is typically limited to office activities. The incumbent provides support in the application of established rules and procedures as well as in typical, non-specialized support work, including administrative support in the implementation of project/programme activities and IFAD's offices. The work is mostly standard in nature; there are few para specialized administrative activities that could require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.

The key direct impact of the position is the smooth implementation of the AIM-N, in addition to the adherence to timelines for corporate administrative and financial process submission, monitoring and reporting.

Other indirect key impact is the improved efficiency of the ICO and success in the design, implementation, supervision and completion of the Programme of Loans and Grants and supplementary funded projects managed by the ICO.

Working Relationships

The incumbent works in close collaboration with the full array of the staff located in the assigned office including technical staff from the Office of Technical Delivery (OTD), financial staff from the Financial Operations Department (FOD), partnerships staff from the External Relations Department (ERD) in addition to those staff programme staff in DCO, including the Country Programme Assistant based in their office and is mainly accountable for the exchange of routine and less frequently non-routine, information with counterparts within IFAD. Routine exchange of information within the Fund includes arranging travel, procurement and information technology support. Typical contacts within the division, office or department as well as external contacts consist of responding to inquiries.

The incumbent works with the Country Programme Coordinator, as Task Manager for Solomon Islands and Vanuatu, and in close collaboration with other members of the ICO, including the Country Programme Analyst, Country Programme Assistant and Coordinators of the various supplementary-funded projects managed by the ICO, in support of programme delivery as well as administrative support.

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
• Strategic thinking and organizational development - Personal influence
• Team working - Contributes effectively to the team

Education:

• Level - High school diploma
• Areas - Social Studies, Math, English language arts, Economics

Experience:

• At least three (3) years of progressively responsible administrative and programme support experience in UN agencies, development institutions, government service and/or other relevant organizations.
• One (1) year of programme experience is desirable.
• Work experience in country programme support, support to Operations, loan/grant administration, and resources and planning.
• Must be a national of, or hold a valid working permit for, the country of assignment.

Languages:

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

Skills:

• Logistics management: Know-how in logistics support specific to position, such as Travel Management (including travel arrangements, visa administration, etc.), Event organization (e.g. organization of conferences, (virtual) meetings, retreats, trainings), etc.
• Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
• Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases
• Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.)
• Topical expertise - Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines)
• Adaptability: Adaptability and flexibility when facing new or unexpected situations, and to specific constraints and circumstances and managing complex processes
• 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.)
• Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
• 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)
• 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.)
• 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

Other Information

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 on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation in line with its Diversity, Equity and Inclusion (DEI) Strategy and the Policy to prevent and respond to sexual harassment, sexual exploitation and abuse.

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