Operations Analyst

## 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 (), East and Southern Africa Division (), Latin America and Caribbean Division (), Near East, North Africa and Europe Division () and West and Central Africa Division (), the Private Sector Operations Division (PSD), and two (2) units:  the South-South and Triangular Cooperation Unit (SSTC) and fragility unit (FRU).The position is located in the DCO Front Office and the incumbent works under the direct supervision of the Associate Vice-President. ## Job Role The incumbent is responsible for the management of the front office and  the coordination of the DCO FO Administrative Support Team based on IFAD's mission and values contributing to an efficient and nurturing environment that reflects the image of high reputation within and outside the and ensures a proper office management, playing a key role in the coordination and monitoring departmental budget working closely with all Divisions in DCO and guiding departmental front offices to ensure proper communication flows, providing instructions, analysis of data and administration. ## Key Functions and Results 1. COORDINATION, OFFICE MANAGEMENT AND OPERATIONS SUPPORT:Coordinates and develops efficient and effective systems and routines for the administration of the Office of the Associate Vice President. This includes the follow up of correspondence to ensure timely responses, preparing drafts of a variety of correspondence by ensuring protocol, formal communication standards and proper management of the AVPs briefing files.Coordinates the work of the administrative team to ensure an efficient operational running of the office. Proactively analyzes and promotes new methods of work and effective communication to enhance the work in the Front Office.Ensures the proper administration of the budget of the Office of the Associate Vice President by monitoring and reporting of budget status and utilization. Provides any statistical reports on budget related matters, ensuring correct use of funds in SSTC and FRU Units.Oversees the Associate Vice President's calendar, meetings, missions, travels, and appointments of high-level visitors by obtaining administrative support from the Front Office Administration Team. Ensures security, protocol and divisional involvement the coordination by checking resources.Formulates briefs and short papers and provides analyses for the Associate Vice President on various subjects, as needed.Provides support to the preparation of the Office's programme of work, the budget (for staff and operational), and the strategic workforce plan.Ensure full compliance with established rules, procedures, and corporate standards. He/she is responsible for monitoring and ensuring the timely submission of reports, correspondence, and documentation by staff, guaranteeing accuracy and adherence to organizational requirements.2. RESOURCE MANAGEMENT AND PLANNING:The incumbent plays a pivotal role in the effective planning, management and delivery of the divisional/departmental work plan(s) and budget management with a strong focus on budget formulation, monitoring, and oversight. The incumbent prepares analytical reports and provides analytical and written inputs to corporate reports and documents in collaboration with the Senior Technical Adviser to the AVP and other professional staff in the DCO Front Office.Prepares expenditure reports which analyzes cost-efficiencies levels for the Office of the Vice PresidentMonitors progress towards approved departmental targets and deliverables which include identification of problem areas and activating an early warning mechanism3. AGENT OF CHANGE:The incumbent understands and applies the principles of change management and proactively serves as a role model for transformation and capacity for acceptance of change. At this level, the incumbent manages change through consultations with peers at his/her level in all IFAD offices to build understanding of and to ensure open and regular communications pertaining to current and planned changes.4. MANAGERIAL FUNCTIONS:The incumbent is accountable for integrity, transparency, and equity in the management of assigned IFAD resources, including equipment, supplies and, as applicable, (indirect) supervision. This includes coordinating DCO's Administrative Support Team and cultivating and nurturing environment, contributing to staff morale and acts as a coach and guide to administrative staff to increase efficiency and work/life balance. It also includes the coordination of Knowledge and Content Management on the other by ensuring (1) knowledge content related to the Front Office is continuously updated and available through the intranet (2) best practices are continuously identified, documented, and made available to clients and peers through the inter-/intra-net and (3) appropriate and up-to-date information and learning tools are available. ## Key Performance Indicators The key results of the duties performed by the incumbent will contribute to the quality of a well-managed AVP Front Office by ensuring formal communication standards are applied in a variety of communication. This may include indirect supervisory responsibilities for the work of administrative assistants, temporary and/or contract staff. Technical analysis and synthesis of information and data, including database management, creates the foundation for IFAD's decision-making. The work requires good technical analysis and the capacity to apply conceptual models and policy frameworks.Position specifics:DCO Budget:Support the preparation of the (a) annual planning of the departmental budget (both staff and non-staff costs), (b) three percent carry-forward and (c) the mid-year review and (d) the accruals processes.Support departmental budget execution management and provide guidance to supervisors and DCO staff on departmental agreements on budget regulations, resource allocation rules and procedures,Monitor and follow up of expenditures proposing corrective actions, for consideration by supervisorProvide technical and procedural support to Budget Associates in HQ (G6) Administrative Resource Analyst in the RO (NOB), to the Country Operational Analyst in MCO (NOA) and to the Country Programme Assistants in ICO/LED (G5) supporting the consistent application of established budget procedures.Support the production of quarterly and annual reporting, analysis, review, consolidation, budget commitment management and management of budget transfers for all funding sources - regular administrative budget, supplementary fund management fees and supplementary funds.Contribute to the definition of internal process for collating inputs from Divisions and propose improvements of new methods of work and automated workflows, supporting roll-out and through engagement in open and regular communications with POB and FCD colleagues.Assist in developing and provide training for Budget Associates/