Administrative Assistant FO4P (Farmers Organisations for Programmes) - Co-Terminus

Position details

• Job ID: 38515
• Organizational unit: Envir. Climate & Peoples
• Grade: G-4
• Appointment: Regular
• Schedule: Full-Time
• Assignment duration: 2 Years
• Application deadline: 10/28/2026 (Rome time)

Organizational Setting

The advertised position is Co-terminus, i.e., subject to a limited duration and contingent on project funding. The successful candidate will be offered a co-terminus appointment, the duration of which is strictly limited to the period of funding for the specific project and/or assignment. Any extension, if applicable, will be contingent upon the continued availability of the same funding source, the continued existence of the position, and operational needs. Co-terminus appointments are also subject to a maximum total duration of seven years, including any 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 length of service.

Staff members holding an IFAD fixed-term or indefinite appointment are eligible to apply for this co-terminus position, with their terms and conditions of employment, including contractual status, remaining unchanged. Given that the funding of this position is strictly limited in duration and conditional upon the availability of supplementary funds, should the funding cease, the position will be abolished and the staff member concerned will be subject to the relevant provisions set out 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 and Peoples Division (ECP) and the Production, Markets and Infrastructure Division (PMI).

The Environment, Climate and Peoples Division (ECP) leads the mainstreaming of cross-cutting themes of environment and climate, gender, youth, disability and indigenous peoples into IFAD's portfolio, and the implementation of social, environment and climate safeguards (SECAP), to strengthen the quality of IFAD's operations and programmes. ECP takes the technical lead to strengthen the quality of IFAD's operations and programmes ensuring that IFAD's operations are environmentally sustainable, climate change resilient, and inclusive of marginalized groups (particularly women, rural youth, Indigenous Peoples and persons with disabilities). In addition to strengthening the technical quality of operations, ECP provides its technical expertise in corporate strategies, policy engagement, resource mobilization, knowledge generation, and partnerships.
ECP is led by a Divisional Director and is comprised of three units: Climate & Environment Unit; Social Inclusion Unit; and Institutions & Peoples Unit. 

Position specifics:
ECP's Rural Institutions & People's (RI) Unit: Within ECP, the specific role of the Rural Institutions (RI) desk is to provide authoritative technical support and guidance on how to analyse, develop, strengthen, or partner with rural institutions in a perspective of inclusive and sustainable rural transformation. The RI desk also manages directly several Farmers- Organisations (FOs) capacity building programmes (FO4 programmes, GAFSP PO window pipeline) and coordinates the Farmers`  Forum process (FAFO) at IFAD. 
The FO4Programmes: Since 2005, IFAD Farmers- Forum (FAFO) has been the largest and most inclusive bottom-up process for engaging Farmers' Organizations (FOs) within the multilateral system. Over the past two decades, this initiative has significantly strengthened the IFAD-FO partnership, fostering decentralization and progressively enhancing FOs- involvement in IFAD's country-level operations. This collaboration, co-financed by the European Union (EU) and IFAD, will strengthen FOs' capacity and services across various regions.

Since 2009, three generations of programmes have been implemented. The latest cycle, the FO4 Programmes (2019 to 2025), focused on increasing income and improving the livelihoods, food, and nutrition security, safety, and sovereignty of smallholder and family farmers across approximately 95 countries on four continents. This cycle comprised three distinct programmes - FO4A (Asia), FO4ACP (Africa, Caribbean, Pacific), and FO4LA (Latin America) - each with unique implementation arrangements but shared strategic objectives. These included improving technical and economic services to FOs' members, influencing policies and business environments for family farming development, and strengthening FOs' institutional capacities. Additionally, the programmes incorporated coordination, knowledge management (KM), and monitoring and evaluation (M&E) components. A comprehensive evaluation of the FO4 programmes, conducted by IFAD at the EU's request, highlighted significant achievements leading to a commitment from the EU to continue supporting the new generation of FO4programmes.
The overall objective of the new phase of the FO4Programmes (in Africa and Asia) also called FO4IMPACT programme is to promote inclusive, sustainable and climate resilient agricultural value chains and improve farmers income through strengthened services and linkages with markets and agribusiness, policy support and empowerment of farmers- organizations and their members, and stronger adoption of agroecological principles across regions. A complementary IFAD grant has been mobilised to support FO4Impact operations in LAC and NEN ensuring a global coverage of the whole initiative.

IFAD signed with EU a Delegation agreement for the implementation of the programme, globally amplifying peasant strategies and organisational processes for increased access to land and a transition to agroecology. The overall objective of this programme funded by EU and implemented by ECVC -LVC is to expand agroecological production, including local processing and marketing systems, led by farmers and their organizations, benefiting from more supportive public policies and programmes, and contributing to improved livelihoods and climate resilience.

Job Role

The Assistant performs standardized work, categorized as process-oriented, requiring full knowledge and understanding of a body of formal rules, practices and procedures; the work may require on-the-job training in support work to specialized activities of the unit to which assigned. Administrative Assistants work with moderately complex systems, such as dedicated travel systems or standalone databases, or components of complex systems, such as PeopleSoft. Work involves a variety of transaction processing that requires the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, based on knowledge of standard practice and requiring a choice of methods to use or courses of action to take. Assistants are expected to resolve routine and non-complex questions and problems, referring only the most complex to higher-level staff. The incumbent also requires thorough knowledge of the related work in their own office and general knowledge of similar work in other offices. The incumbent may work under a Senior Specialist/Officer or Director for the completion of standard tasks and participates in all phases of the work process; they may receive specialized training and learning opportunities in support of workforce planning and career development.

The Administrative 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.

Position specifics:
The Administrative Assistant (FO4Programmes) provides comprehensive administrative support across FO4Programmes -related activities such as grant management, procurement, travel arrangements, knowledge management, and donor reporting. The role focuses on providing administrative support to ensure tasks are completed on time, maintaining accurate documentation, assisting with basic financial tracking, and helping coordinate logistical arrangements. The incumbent also keeps records well organized and supports communication among regional teams, contributing to the smooth and efficient implementation of programme activities. The Administrative Assistant (FO4Programmes) is also accountable for liaison services to programme recipients and internal partnership officers.

Key Functions and Results

1.COMMUNICATIONS AND WORKFLOW: The Administrative Assistant facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. 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 team; 

• Maintaining the supervisor`s calendar;

• Establishing/maintaining the office filing and reference systems, both traditional and digital; 

• Ensuring the inter/intra-net websites are up to date and accurate.

2. OPERATIONAL SUPPORT: The Administrative 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:

• 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.

3. SECRETARIAL SUPPORT: Administrative Assistants at this level provide the full range of clerical support to the office staff. Accountabilities typically include: 

• Typing and/or formatting a variety of material in draft or final form including correspondence, reports and official documents; 

• Drafting standard format correspondence; 

• Preparing briefing materials for official trips or meetings as requested; 

• Proofreading all outgoing correspondence and official documents for grammatical accuracy and formatting and assuring all attachments are included;

• Reviewing supporting documents for processing a variety of administration actions/requests and may make informal translations of correspondence.

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

Position specifics:
Specifically, accountabilities of the Administrative Assistant (FO4Programmes) include but are not limited to:

5. OPERATIONAL AND OFFICE SUPPORT: Provides the full range of operational/office support to all staff in the team in the context of FO4Programmes, including: 

• Preparing and processing administrative requests and documents for FO4 programme-related travel arrangements, including requests for visas and logistical arrangements, and supporting staff in being compliant with UNSMS recommendations on travel. 

• Processing and verifying accuracy of essential documents and requests for consultancy/internships contract requests received from clients. 

• Supporting the procurement of goods and/or services required for programme activities, in accordance with the provisions of IFAD procurement guidelines. 

• Organizing programme-related meetings, events and workshops in support of the programme.

• Reviewing outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures. 

• Preparing briefing materials for meetings as requested.

• Providing administrative support to the team in the day to day management and monitoring of grants.

• Assist in tracking grant disbursements, maintaining accurate records, and compiling information needed for financial and progress reports. 

• Assist in creating new grant profiles in GRIPS and updating their status as requested.

• Assist in keeping ODC library up-to-date with grant-related documents.

• Assist in preparing internal documents related to the acceptance of new contributions (e.g., Decision Memos) and support coordination with relevant divisions for review and clearance.

• Assist with documentation and administrative steps required for launching competitive processes (e.g., calls for proposals), ensuring compliance with IFAD procedures. 

• Supporting basic monitoring activities by helping compile information for progress updates and ensuring documents are properly maintained. 

• Providing logistical support for events, travel arrangements, and field missions, and schedule meetings.

• Maintain well organized records and documentation in xDesk/SharePoint. 

Key Performance Indicators

Administrative 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 Administrative 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.

Position specifics:
Performance also reflects the Administrative Assistant's ability to support the achievement of key outputs aligned with the overall objectives of the FO4Programmes team, as well as to engage effectively with external partners by responding to queries in a timely and professional manner and with a client-oriented approach.

Working Relationships

Administrative 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.

Position specifics:
The Administrative Assistant (FO4Programmes) interacts with external clients and FO4 programmes- implementing partners on matters related to programme related administrative activities and general information requests.
Within IFAD, the incumbent supports coordination with relevant divisions to ensure the smooth organization of both online and in¿person events, assists in the preparation, finalization and circulation of knowledge management materials, provides administrative support for the recruitment of consultants and interns and for procurement activities, and contributes to the processing of requests related to programme budgets and partnership activities.

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:

• High school diploma

Experience:

• At least three (3) years of general office and/or clerical experience.  

• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset. Experience in administrative services, finance, accounting.
   

Languages:

• Required: English (4 - Excellent)

• Desirable: French and/or Spanish (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

• Procedure interpretation: Ability to interpret established, formal guidelines to address and recommend solutions or further actions required

• 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)

• 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.)

• 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

• 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.)

• 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

• Corporate approach: Ability to bring in corporate vision and priorities into one's area of work (e.g. budgeting going beyond simple budgetary considerations, taking into account strategic priorities)

• 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

Other Information

Applicants for National positions at General Service level must be legally authorized to live and work in the country of recruitment at the time of application, in this case, Italy. Any job offer is subject to evidence from the candidate to have obtained and be able to maintain the legal status to live and work in the country of recruitment, in this case, Italy.

In line with policy, IFAD accepts either the UN Language* Proficiency Levels, as well as the Common European Framework of Reference for Languages (CEFR). Proficiency is considered to be met at Level C, if administered by FAO or by any other UN agency, and at Level `C1 and above', if attained through external accredited language institutions aligned with the Common European Framework for Languages Standards (CEFR).  When the candidate's Personal History Form (PHF) indicates that the candidate completed high school and/or university studies in a non-mother tongue language from a school or university in which the language in question is an IFAD official language required by the job opening and job description, the candidate may be exempted from language proficiency testing as determined by IFAD's People and Culture Division (PCD).

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 a response within three months of the closing date should consider their application unsuccessful.
Candidates shortlisted may be invited to participate in a screening assessment and Interview
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