Job Title : Programme Assistant (FFR) - Co-Terminus

ID : 34225

Location : ROME

Date of issue : 03/03/2026

Close Date : (Midnight, Rome Time) 03/17/2026

Organizational Unit : Sust. Prd. Mkts. & Instit.

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 2 Years

Grade : G-5

Organizational Setting

The position advertised is co-terminus, i.e. subject to limited duration and funding. The successful candidate will be granted a co-terminus appointment strictly limited in duration to the funding of the specific project and/or assignment. Any extension, if applicable, will be contingent upon the availability of the same funding source, the continued existence of the position, and functional needs. Co-terminus appointments will also be subject to a maximum total duration of seven years, including contract extensions. This type of appointment does not carry any expectation, legal or otherwise, of conversion to any other type of appointment with IFAD, regardless of the length of service.

Staff members holding an IFAD fixed-term or indefinite appointment are eligible to apply to this co-terminus position with their employment terms and conditions, including contractual status, remaining unchanged. Given that the funding of this position is strictly limited in duration and conditional on the availability of supplementary funds, should the funding finish, the position will be abolished and the staff member will be subject to the relevant provisions foreseen in the HR Implementing Procedures.

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 Office of Technical Delivery is responsible for providing expert technical guidance to IFAD teams engaged in the design and implementation of projects and programmes to deliver the high technical quality investments that facilitate rural transformation, and which comply with IFAD's mandate and operational policies. The Office ensures IFAD applies and disseminates state of the art knowledge in its investments and evidence on strategic themes and encourages the innovative application of global knowledge and evidence in IFAD investments. This helps countries tackle complex development challenges in fostering inclusive and sustainable rural transformation including mainstreaming areas. The Office of Technical Delivery (OTD) is led by a Managing Director and is comprised of two (2) divisions: the Environment, Climate, Gender and Social Inclusion Division (ECG) and the Sustainable Production, Markets and Institutions Division (PMI).

The Sustainable Production, Markets and Institutions Division (PMI) facilitates improved and efficient delivery of IFAD's corporate mandate, predominantly through the quality of the design and implementation of its policies, country strategies and projects. Key functions and activities of PMI include Quality Enhancement, Policy Engagement, Networking and Strategic Partnerships. PMI's technical mandate covers a range of themes, all of which are key to deliver IFAD's strategic framework, including: agronomy, livestock, fisheries and aquaculture, markets and value chains, agriculture research for development (AR4D), ICT4D, inclusive rural finance (including FFR, PARM and INSURED), rural institutions and farmers organizations, rural infrastructure, water, land and natural resources management.

PMI is led by a Divisional Director.

Position specifics: The Programme Assistant works under the direct supervision of the Lead Technical Specialist, in the multi-donor Financing Facility for Remittances (FFR).

Job Role

The Programme Assistant ensures the effective and regular delivery of work and is accountable for a wide range of programme support and coordination functions, including financial, procurement, contract, and knowledge management, as well as logistical and administrative tasks related to the coordination, execution, and management of the Programme, as well as monitoring and reporting on programme progress.

Position specifics: As a multi-donor facility, the FFR has a core plan of work that guides its global and regional operations. The Programme Assistant for the FFR plays a crucial role in ensuring the smooth and effective implementation of this plan, while also providing support to complementary hosted programmes, such as REMIT-PRIME Central Asia, ResilientRemit, Diaspora RemitInvest Senegal

  • Mali, DigitRemit Morocco, or any other future ones. Reporting directly to the Lead Technical Specialist, the Programme Assistant provides comprehensive operational and administrative support across activities such as grant management, procurement, travel arrangements, knowledge management, and donor reporting. The role involves ensuring the timely execution of tasks, tracking financial progress, coordinating logistics, and ensuring compliance with donor requirements. The incumbent also maintains organized records and facilitates communication across multiple regional and country teams, thereby contributing to the efficient and effective achievement of programme objectives.

Key Functions and Results

1. PROGRAMME SUPPORT: The Programme Assistant ensures the availability of timely, complete and accurate information and data to support the efficient and effective delivery of the Programme. The Programme Assistant supports and monitors the delivery of required reports from implementation partners to IFAD and from IFAD to the donors, identifies issues and suggests appropriate follow-up actions to ensure compliance within agreed deadlines and procedures by:

  • Follow up on timely submission and completeness of audited financial statements and liaising with the assigned PFM finance officer, and communicate any eventual required follow-up actions to the Programme Manager and the subproject grantees
  • Check that budgets in Withdrawal Applications (WA) from sub-project grantees are within the agreed budget lines in the AWPB and Grant agreement, assist in communication around payments, monitor disbursements and flag any eventual issues to the program manager.
  • Assist in and monitor procurement processes and procedures liaising with the assigned procurement officers;
  • Track and follow-up to ensure timely submission from subproject grantees of Annual Work Plans and Budgets (AWPB), grant progress reports (GPR), Statement of Expenditures (SOE);
  • Monitor subproject grant milestones dates and follow-up with the concerned parties on implementation, supervision, extension or closure;
  • Ensure registration of the programme sub-project grant official documentation;
  • Support the drafting of progress reports and follow up on financial and audit reports to the donors facilitating that deadlines are met;
  • Assist in updating the programme related monitoring system and preparation of knowledge products;
  • Assist in the monitoring and managing of the relevant budgets and keep the program manager and technical staff informed of budget status by preparing budget report and analysis.

2. PROGRAMME LIAISON: The Programme Assistant facilitates communication and work with and between internal and external stakeholders on administrative and knowledge sharing matters, and regularly informs the technical teams on applicable procedures as required. Responsibilities include:

  • Liaising with Procurement & Financial Management Services (PFM), the Financial Controller's Division (FCD) and the Office of Development Effectiveness (ODE) and the Office of the General Counsel (LEG), as well as regional divisions of the Department of Country Operations (DCO) on all legal, financial and procurement aspects related with the programme, also ensuring communication and information of all relevant parties in all the aspects of the implementation.
  • Organizing relevant program partner by ensuring timely administrative and logistical coordination, smooth running of activities and document finalization, printing and distribution as required;
  • Originating and/or administer the procurement of goods and services;
  • Archiving relevant programme documents at all stages of the project cycle as required, and share information with relevant partners as relevant;
  • Maintaining a tracking system for correspondence and documents, to monitor and prioritize work progress within established deadlines, ensuring the work is completed in accordance with IFAD standards;
  • Supporting the recruitment process of consultants, including supporting the drafting of TOR, liaising with the PMI Front Office and the People and Culture Division (PCD), initiating HR-related actions for recruitment/contract extension of consultants and interns and ensure timely and efficient completion of actions;
  • Acting as a focal point for the induction of newly recruited, consultants and short-term staff, getting them acquainted with IFAD's processes and procedures and providing them with the information required to become a valid member of the technical teams;
  • Preparing travel and logistical arrangements for technical staff and consultants (Tickets, Security clearance, TA, VISA);
  • Contributing to organizing learning events focusing on the results of the programme.

3. MANAGERIAL FUNCTIONS: The Programme Assistant is accountable for integrity and transparency in the administration of IFAD resources, including equipment, supplies and provide inputs into the programme budget, implementing procurement processes and assisting in contract close-out procedures; and effective use of ERP functionality for improved business results, simplification of transaction and reporting processes and improved client services. The programme Assistant also actively fosters teamwork, as well as cross-divisional and cross-departmental collaboration.

Position specifics

4. Support to the FFR team on grant portfolio

  • Support the Portfolio Officer in managing and monitoring FFR grants, ensuring that they are in line with project objectives and donor requirements
  • Track grant disbursements, ensure accurate documentation, and assist in the preparation of financial and progress report
  • Address grant-related queries and ensure the timely submission of required documents
  • Create new grant profiles in GRIPS and update their status in GRIPS as required
  • Maintain organized records in IFAD Box and xDesk

5. Support to the FFR team on donor relations

  • Support the drafting and submission of all FFR annual donors reports and in liaising with internal relevant divisions for the proper finalization of both narrative and financial reports.
  • Support the provision of FFR related information such as KPIs, procurement plans, budget requests and others, to PMI front office when requestes
  • Support the preparation of internal documents for acceptance of new contributions, such as Decision Memos, and in liaising with the relevant divisions for clearance

6. Support FFR team on various programmes, including the complementary hosted ones, at global and regional levels

  • Support the FFR team, including the regional lead and country leads, and ensuring effective communication across regional offices and IFAD's Rome-based team
  • Assist with scheduling meetings, organizing events, and supporting field-based activities to ensure smooth programme execution
  • Assist with operational and financial management, supporting the FFR team, including country leads in the management of day-to-day operations
  • Assist the FFR team and the country leads, ensuring proper documentation and compliance with IFAD procedures for the launching of competitive processes (call for proposals and requests for services)
  • Support monitoring project progress, preparing progress reports, and ensuring alignment with programme objectives
  • Provide logistical assistance for events, travel, and field activities

Key Performance Indicators

The key results have a direct impact on the overall team efficiency and success in implementation of the FFR Programme. The Programme Assistant supports the supervisor and the technical team in the compilation and coordination of tasks, ensuring deadlines are met and that established rules and procedures are followed. The incumbent is accountable for the full spectrum of the programme support activities.

Position specifics: The Programme Assistant will strive for the successful achievement of the KPIs related to:

  • Assistance on FFR Grant Portfolio: Ensuring timeliness of grant processing, accuracy of reports, and prompt resolution of grant-related queries.
  • Assistance on Donor Relations: Ensuring on-time submission of donor reports, timely response to requests, and efficient document clearance
  • Ensuring successful logistical support and effective communication between regional offices and Rome-based teams.
  • Ensuring compliance with proposal processes, accurate progress reporting, and successful event logistics.
  • Ensuring operational efficiency and timely coordination of logistics for travel, workshops, and events.
  • Procurement and HR Assistance: Ensuring adherence to procurement processes and timely HR task processing.
  • Travel and Logistical Arrangements: Ensuring compliance with travel arrangements and logistical readiness for meetings and conferences.
  • Documentation and Knowledge Management (KM): Ensuring the quality of KM products and timely updates to the ODC library and support with the production of KM material and liaising with external providers until finalization.
  • Reporting and Compliance: Ensuring daily updates to the FFR multi-donor budgets, timely completion of accrual processes, and on-time report submissions.
  • Archiving and Record Keeping: Ensuring document archiving compliance and efficient record retrieval.

Working Relationships

The Programme Assistant works in close collaboration with professional staff in IFAD HQ, the Regionally mapped staff and the ICO, implementing partners and donors, to exchange information in support of the programme delivery and administrative support. The incumbent is continually involved in enlisting the support and cooperation of administrative units in HQ on a wide range of administrative matters.

Position specifics: The Programme Assistant will work closely with the FFR team to support the management and monitoring of FFR grants, ensuring alignment with donor requirements and project objectives. The incumbent will collaborate with internal teams such as finance, legal, and reporting units to track disbursements, address queries, and ensure the timely submission of documents. The Programme Assistant will work closely with the FFR team and relevant IFAD divisions to support the drafting and finalization of donor reports. The Programme Assistant will provide logistical and administrative support, maintaining strong communication with the FFR team, external providers, and internal departments to ensure smooth coordination of events, travel, and field activities. The Programme Assistant will also coordinate with PMI FO, POB, PCD and procurement to assist in processing requests and managing staff-related activities. The incumbent will collaborate with the FFR team and external providers to produce and finalize KM materials and ensure compliance with IFAD's documentation standards. Throughout all tasks, the Programme Assistant will ensure seamless communication and coordination across various internal and external stakeholders to guarantee efficient programme implementation

Job Profile Requirements

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
  • 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 - High school diploma

Experience:

  • At least four (4) years of progressively responsible administrative and/or programme support experience.
  • One (1) year in a multi-cultural organization or national organization providing support on a global scope.
  • Administrative and/or programme experience, of which at least one year of direct experience with UN administrative rules and regulations procedures and guidelines is highly desirable.
  • Experience in assisting in grant management is a plus.
  • Experience in financial management and procurement is a plus.

Languages:

  • Required: English (4 - Excellent)
  • Desirable: French and/or Spanish (4 - Excellent)

Skills:

  • 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.)
  • 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
  • Initiative and good judgment, High sense of proactive initiative-taking and good judgement (including on security matters);\
  • Problem solving, Strong systemic and structured thinking, ability to identify creative viable and sustainable solutions and strategies;
  • Budgeting, resource management, Know-how in budget administration and accounting, resource allocation and planning at divisional level;
  • 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;
  • 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);
  • 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;
  • Synthesis, Outstanding ability to synthesize and simplify complex technical information for a variety of (non-technical) audiences;
  • Client orientation, Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions;
  • Confidentiality & Discretion, Establishes self and division as trusted advisor to internal stakeholders by maintaining high level of discretion and confidentiality in assignments; demonstrates sound judgement when dealing with sensitive and/or confidential matters; drives good governance and is a "Culture Carrier" demonstrating IFAD institutional conscience through the work.

Other Information

The position advertised is co-terminus, i.e. subject to limited duration and funding. The successful candidate will be granted a co-terminus appointment strictly limited in duration to the funding of the specific project and/or assignment. Any extension, if applicable, will be contingent upon the availability of the same funding source, the continued existence of the position, and functional needs. Co-terminus appointments will also be subject to a maximum total duration of seven years, including contract extensions. This type of appointment does not carry any expectation, legal or otherwise, of conversion to any other type of appointment with IFAD, regardless of the length of service.

Staff members holding an IFAD fixed-term or indefinite appointment are eligible to apply to this co-terminus position with their employment terms and conditions, including contractual status, remaining unchanged. Given that the funding of this position is strictly limited in duration and conditional on the availability of supplementary funds, should the funding finish, the position will be abolished and the staff member will be subject to the relevant provisions foreseen in the HR Implementing Procedures.

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.

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.

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.

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. See here.

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