Evaluation Assistant (Independent Office of Evaluation), Rome, Italy

Job Title : Evaluation Assistant (Independent Office of Evaluation) - Rome, Italy

ID : 27443

Location : ROME

Date of issue : 03/26/2025

Close Date : (Midnight, Rome Time) 04/07/2025

Organizational Unit : Office of Evaluation

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.

In line with IFAD's Evaluation Policy (2021), the IOE multi-year strategy (2022-2027) and the Evaluation Manual (2022), the Independent Office of Evaluation (IOE) reports directly to the IFAD Executive Board. The Evaluation Policy established that the evaluation function at IFAD will operate in line with internationally accepted principles for the evaluation of development assistance. The IFAD Evaluation Policy also states that the IOE Director will ensure that IOE is staffed by independent-minded, experienced professionals. IOE is a member of international evaluation networks, notably the Evaluation Cooperation Group of the multilateral development banks, the United Nations Evaluation Group, the Global Evaluation Initiative and the International Research Group for Policy and Programme Evaluation. It also participates in initiatives of regional and global evaluation associations.

The position is located IOE and the incumbent works under the direct supervision of the Lead Evaluation Officer.

Job Role

The Evaluation Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information.

Key Functions and Results

1.COMMUNICATIONS AND WORKFLOW: The Evaluation Assistant facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include: (a) managing incoming and outgoing correspondence, e-mails and telephone calls; (b) researching background documentation; (c) communicating routine and some non-routine information pertaining to the work of the team; (d) maintaining the supervisor`s calendar; (e) establishing/maintaining the office filing and reference systems, both traditional and digital; (f) ensuring the inter/intra-net websites are up to date and accurate.

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

3. OFFICE SUPPORT: Evaluation Assistants at this level provide the full range of clerical support to the office staff. Accountabilities typically include: (a) typing and/or formatting a variety of material in draft or final form including correspondence, reports and official documents; (b) drafting standard format correspondence; (c) preparing briefing materials for official trips or meetings as requested; (d) proofreading all outgoing correspondence and official documents for grammatical accuracy and formatting and assuring all attachments are included; (e) reviewing supporting documents for processing a variety of administration actions/requests and may make informal translations of correspondence.

4. MANAGERIAL FUNCTIONS: The Evaluation Assistant is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Key Performance Indicators

Evaluation Assistants typically report to a senior professional staff member or to a team leader. Therefore, the scope of key results is limited to the organizational unit. The Evaluation Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. The work is standard in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.

Working Relationships

Evaluation Assistants typically are 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.

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 performance and developing staff -
• 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 three (3) years of progressively relevant, responsible secretarial and administrative experience. eqpXB4U PHMNB
• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset.

Languages:

• Required: 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
• 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
• 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;
• 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;
• Verbal communication, Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language;

Other Information

Applicants should note that IOE staff members are subject to the IFAD staff rules, policies and procedures. The Director, IOE has delegated authority to make personnel and operational decisions concerning IOE staff and consultants in accordance with the provisions contained in the IFAD Evaluation Policy (2021) as well as other applicable IFAD rules, Human Resource policies and procedures.

For IFAD staff holding an indefinite or fixed-term appointment, due priority and consideration will be given to staff members affected by decentralization.

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 .

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