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This Call for Interest is advertised as a short-term assignmentย with an intial expected duration ofย 8ย monthsย and expected to start shortly after selection.ย
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, andย advocates at the local, national and international level for policies that contribute to rural transformation.
In line with the prevailing IFAD Evaluation Policy and the Evaluation Manual, the Independent Office of Evaluation (IOE) reports directly to the IFAD Executive Board (EB).
Key Functions and Results ย
Functions
Under the supervision and guidance of an IOE Lead Evaluation Officer (LEO), the Evaluation Assistant (EA) provides data management, research, administrative and organizational services covering given geographical and thematic responsibilities. The EA supports the LEO in the undertaking of all phases of the various evaluations under the responsibility of the LEO and his/her team, according to the IFAD Evaluation Policy and the IFAD Evaluation Manual. This function entails a broad knowledge of IFADโs rules and regulations as well as IFADโs evaluation function and its evaluation processes. The function also requires a high level of interpersonal skills in terms of prioritizing, coordination and organization. In this regard, the incumbent will undertake research, communication and administrative work as well as maintain regular liaison with the concerned governments, IFAD partners, international organizations and all IFAD divisions and departments as necessary.
1.ย ย ย Evaluation work and related administrative duties
a. Consultantย management
Monitoring of consultantย contracts. This entails assisting in drafting terms of reference and collecting all required background documentation for preparation of all different types of consultancy contracts, including liaising with concerned parties both in-house and externally.ย Perform all administrative actions for the recruitment of consultants according to different types of contracts, ensuring appliance with IFAD rules and regulations as per the HR Manual and guidelines. Brief the consultants on related provisions thereof. Provide consultants with required background information and assist with administrative and logistical matters.ย Guide consultants with regard to the application of IOE rules on formatting evaluation reports. Organize office space and computer facilities for both team leadersโ and team membersโ visits to IFAD headquarters and enter information in the IOE online calendar.b. Mission/workshop/events organization
Undertake work in the overall organization, including documentation research and preparation, administration and logistical arrangements for evaluation workshops and other events. Under supervisorsโ guidance, draft, prepare and update all documentation such as budget proposal, meeting agenda, PowerPoint presentations, list of mission/workshop participants, minutes and other relevant documents as necessary. Based on experience, retrieve, select and prepare mission/events documentation and briefing kits for participants and supervisor. Liaise with the relevant parties regarding the production of notepads, bags, badges and other communication matters related to the organization of national workshops and other events.ย Participate in selected events as required. Assist supervisor in preparing key mission and workshop documentation and maintaining budget.c. Report production
d. Budgetย
Under close supervision of supervisor prepare initial draft of budget proposals for various types of evaluations in line with the requirements of the evaluation process and costs as per IFAD liability for approval by Director IOE.ย Input and budget check all commitments transactions and receipts in PeopleSoft against various funding sources. Track and monitor all budget related issues by evaluation and funding source. Prepare periodical financial reports ensuring that overall evaluation budget is up to date. Prepare final overall budget status report of evaluations by running budget reports in oracle. Liaise with the IFAD Financial Controllerโs Division, as required.e. Other
Develop evaluation road maps. Track and monitor evaluation deliverables and timeframes. Take appropriate action. Handle routine matters on behalf of supervisor and follow up on status of evaluations, relevant correspondence and administrative matters according to the divisional work programme and established timeframes. Manage all meeting arrangements and administrative matters related to supervisorโs official travel.2.ย ย ย Researchย
Retrieve data from various sources and present the same in a clear and user-friendly manner for insertion/utilization in the evaluation report. Retrieve and assemble (e.g. in the form of a bibliography) IFAD documents, government policies and strategies, and documents of other international development organizations as background documentation for selected evaluations. Collect and present documentation and information on IFAD policies and processes, country strategies and operations required for the undertaking of evaluations and for the preparation of supervisorโs travel briefing kits. Provide written and oral comments on selected documents/reports as requested.3.ย ย ย Representation and communication
Gather the information and all the related documents for the development of a dedicated website for selected evaluations. Write text on concerned evaluation. Ensure website is up to date and contains all relevant information for both internal and external audiences. Respond to various queries, liaise and communicate directly with consultants and other external parties regarding both evaluation issues and contractual issues; including with the corresponding divisions at headquarters.ย Act as focal point for all enquiries on evaluation activities that do not require the supervisorโs involvement.ย Communicate and coordinate with the relevant parties in the countries regarding meeting arrangements, required documentation and logistic arrangements of the evaluation mission and workshops/events. Draft, on general instructions, in final format internal and external correspondence. Participate in the national roundtable workshops, providing support to IOE staff, and other participants.4.ย ย ย Team building and mentoring
Participate proactively in team activities and openly share relevant information. Establish working relations of openness and trust. Work effectively with colleagues at all levels in a collegial and independent manner. Understand overall divisional objectives and provide support to achieve common goals.5.ย ย ย Perform other related duties as required by the LEO
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Key Performance Indicators ย
Short-Term staff in the General Service category typically report to a higher-level Assistant or Associate. The work is standard and repetitive in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis.ย ย Key performance indicators include the complete and accurate performance of assigned, recurring activities. The incumbent brings any inconsistencies or discrepancies to the attention of the supervisor or responsible specialist.
Working Relationships ย
Short-Term staff in the General Service category typically are accountable for the exchange of 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 basic enquiries.
Job Profile Requirements ย
Competencies
Strategic thinking and organizational development: Personal influence Demonstrating Leadership: Personal leadership and attitude to change Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates Focusing on clients: Focuses on clients Problem solving and decision making: Demonstrates sound problem solving and decision making ability