Senior Institutional Governance and Member Relations (IGMR) Officer

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 External Relations and Governance Department (ERG), comprising the Communications Division (COM), the Global Engagement Partnership and Resource Mobilization Division (GPR) and the Office of the Secretary (SEC), leads IFAD’s engagement with Member States and other stakeholders, including through public and political advocacy, global policy engagement and effective institutional governance. 

The Office of the Secretary of IFAD (SEC) is responsible for IFAD’s institutional governance and promoting effective relationship between IFAD and its Member States. SEC is composed of the Front Office, the Conference and Languages Services (CLS) Unit, and the Institutional Governance and Member Relations (IGMR) Unit. The corresponding units work together in support of the Fund’s institutional governance, organizing formal and informal sessions of IFAD’s governing bodies, from the Governing Council to the Executive Board and subsidiary bodies, through the provision of a series of services and interactions ranging from official contact with Member States and potential Member States, provision of documentation for Governing Bodies in the four official languages of the Fund, organization of formal and informal governing body meetings and safeguarding multilingualism through the provision of translation and interpretation services.

The Institutional Governance and Member Relations Unit is responsible for the effective and efficient planning and organization of all formal and informal meetings of IFAD’s governing bodies. It is the focal point for the Fund’s institutional history with respect to governing body decisions and deliberations and the promotion of smooth relations with Member States by ensuring that commitments to the governing bodies are honored and necessary follow-up actions are taken. The IGMR Unit is also responsible for establishing, facilitating and promoting relations with Member States, potential Member States, and their representatives through consistent and strategic outreach, the provision of induction and orientation briefings/sessions, and the management of credentials, with the aim of fostering the engagement of Member States in IFAD’s governance. 

The Senior Institutional Governance and Member Relations (IGMR) Officer works under the overall strategic, policy and management guidance of the Secretary of IFAD and the direct supervision of the Chief, Institutional Governance and Member Relations.

Job Role  

The incumbent is a seasoned professional and actively contributes to and/or supervises the planning and organization of the formal and informal meetings of IFAD’s Governing Bodies, promotes positive relations with Member States and potential Member States, managing representatives’ credentials, participation in meetings and engaging in strategic outreach. Within their area of responsibility, the incumbent exercises a high degree of independence in adapting policies, approaches and models to meet evolving requirements. The incumbent provides policy advice and makes strategic recommendations on the work of the unit to both the Chief, IGMR and the Secretary of IFAD.

Key Functions and Results  

1.GOVERNING BODIES AND ADMINISTRATION: The incumbent coordinates the preparation of agendas for sessions of IFAD’s Governing Bodies; maintains forward programmes of commitments to assigned governing bodies; organizes and attends planning meetings, and prepares the minutes thereof. They substantively review documentation being submitted to the Fund’s governing bodies and liaises directly with document originators with respect to deadlines for submission, content, consistency and style of official documentation. The incumbent supervises the formulation of the President’s talking points and draft Chairperson’s opening and closing statements and scripts, minutes and reports and other documentation required for governing body sessions, for approval by the Supervisor and the Secretary. The incumbent acts as Officer-in-Charge of the IGMR Unit in the absence of the Chief and engages actively in management meetings. The incumbent will be fully responsible for certain governing bodies and will provide professional support with respect to matters that require consideration in closed sessions and matters of utmost confidentiality. In this regard, the incumbent will fulfill a substantive advisory role in the process related to the appointment of the President of IFAD and/or the Director of the Independent Office of Evaluation. 

2. MEMBER RELATIONS ADMINISTRATION: The incumbent is responsible for outreach and engagement with Member State representatives and potential Member States – providing substantive support to ICOs to this end, finalizing governance-related correspondence for signature by the Secretary and senior management, keeping abreast of political developments and escalating matters of political/diplomatic sensitivity, as appropriate, ensuring proactive responsiveness to queries, advising on rules and procedures related to membership and governance, reviewing, and ensuring proper accreditation and organizing briefing sessions on IFAD as required. The incumbent will also manage and coordinate participation of Member State representatives and observers in formal and informal GB meetings and liaise with colleagues across IFAD to support the organization of thematic/learning events and briefings, showcasing IFAD’s work and impact. 

3. RESEARCH AND ANALYSIS: The incumbent coordinates research on and analysis of past Governing Body decisions and deliberations, identifying viable options, recommending solutions to issues and ensuring appropriate follow-up including flagging all matters requiring escalation. They may also develop policy and strategy papers relative to the institutional efficiency and effectiveness of the Office, including on Member relations and outreach to new Members, means of enhancing IFAD’s governance,streamlining modalities etc.  propose policy options on how to address immediate and long range challenges; identify emerging issues in governing bodies and/or Member States under her/his responsibility; analyse implications and make recommendations to the Chief and the Secretary of IFAD. The incumbent will provide substantive liaison with the Office of the General Counsel on matters pertaining to institutional governance and member relations. 

4. MEETING COORDINATION: The incumbent collaborates with and directs the colleagues in the Office, to ensure seamless organisational support in all aspects of meeting coordination. This will include, but is not limited to ensuring the maintenance of a user-friendly tracking system of items for future consideration / IFAD’s commitments towards its governing bodies, timely provision of statistical information on key performance indicators relative to the work of the office; assigning research on best practices of other international financial institutions and United Nations agencies with a view to implementing streamlining measures within the office; liaise with ICT and IGMR colleagues to ensure proper administration and updating of relevant IT systems/applications, including CIAO, MSIP, MANGO, Scriptoria and, eventually, an automated voting system at IFAD. 

5.MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.

Key Performance Indicators  

The incumbent ensures the effective and efficient planning and organization of assigned Governing Body meetings, monitors activities related to Member States liaison, accreditation and outreach and, may supervise the work of IGMR Officers and Assistants in this respect.

The incumbent promotes IFAD’s reputation as a trusted and credible partner to Member State representatives and, internally, as a proactive collaborator in facilitating corporate decision-making processes and consensus building in governing bodies. 

Working Relationships  

The incumbent establishes and maintains contacts with Member State representatives to exchange information, enhance IFAD’s visibility and awareness of the Fund’s mandate and contribute to the smooth conduct of governing body meetings. They may represent the Chief, IGMR, and, on occasion, the Secretary of IFAD, at committee/working group meetings, induction sessions and briefings. General work relationships focus on maintaining relationships, ensuring effective operations of the Unit and projecting the image of a credible/reliable partner both internally and externally.

This involves close and frequent engagement with external clients - inter alia, high-level Member State representatives and officials from sister organizations, IFIs, embassies and permanent representations – and internal clients – colleagues across the organization, including Senior Management.
 

Job Profile Requirements  

Organizational Competencies:

Level 2:

Building relationships and partnerships - Builds and maintains strategic partnerships internally and externally

Communicating and negotiating - Acquires & uses a wide range of communication styles & skills

Demonstrating leadership - Leads by example; initiates and supports change

Focusing on clients - Contributes to a client-focused culture

Learning, sharing knowledge and innovating - Challenges, innovates & contributes to learning culture

Managing performance and developing staff - Manages wider teams with greater impact on others and on the organization

Managing time, resources and information - Coordinates wider use of time, information and/or resources

Problem-solving and decision-making - Solves complex problems and makes decisions that have wider corporate impact

Strategic thinking and organizational development - Staff in management and/or strategic leadership roles

Team working - Fosters a cohesive team environment

Education:

Level – Advanced university degree from an accredited institution listed on https://www.whed.net/home.php in a technically related area

Areas – public administration,  , business administration, international relations, law or other job-related field

Degree must be an accredited institution listed on https://www.whed.net/home.php .

Experience:

At least eight (8) years of progressively responsible professional experience working on administrative and policy issues in an international setting, with a particular focus on public administation, diplomatic relations, substantive organization of multilateral meetings, conferences and seminars, research, analysis and writing.

Three (3) years experience in a in a multi-cultural or national organization providing support on a global scope.

Position-specific experience:  

Familiarity with IFAD’s governance structure, rules and procedures and voting system

Experience in organizing multilateral conferences and events

Experience in handling multiple tasks with tight deadlines and often changing/conflicting priorities

Languages:

Required English (4 – Excellent) 

Desirable: French, Spanish, or Arabic (3 – Good) 

Skills:

Conferences management: Know-how in conference management, including optimal utilization of human and physical resources

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

Advocacy: Ability to leverage IFAD knowledge and/or communication materials to maintain and promote constructive dialogue around IFAD`s vision and strategic priorities to external actors

IFAD governance & mandate: In depth knowledge of IFAD`s governance structure, mandate, strategic priorities and technical work

Specialized communication skills: Technical know-how relevant to the specific communication role considered (e.g. communication planning, building and maintaining media relations, video production, publishing, web and other digital media, graphic design, visual identity, brand management, internal communication and events management)

Written communication: Ability to use written communication as a main tool in profession, including for speech writing; clear, succinct and convincing written communication; highly professional, balanced and diplomatic language

Oral interpretation: Know-how in the interpretation of precise terminology of live speeches and discussions on a wide variety of topics, accurately, consistently and faithfully to the spirit of the original meaning and style

UN and IFI documentation & processes: Knowledge of the relevant policies, rules, regulations and guidelines on document processing and distribution within the UN and other IFIs

Risk management (e.g. reputational): Identification and assessment of potential liabilities and risks in IFAD's activities, particularly vis-à-vis third parties; ability to handle risks via contingency and mitigation strategies

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

Policy dialogue: Know-how in the representation of IFAD as a trusted and strategic partner, advocating and promoting IFAD's mandate and vision; effective consultations with IFAD counterparts - like ministries and governmental bodies at all administrative levels, donors, civil society

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.

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)

Listening: Effective and active listening to others; understanding and acting upon indirect statements

Political acumen: Ability to conduct sound political analysis and understand complex environments, providing options and advice

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

Research & impact assessment: Know-how in designing, coordinating, conducting technical research & impact assessment in own thematic area

Other Information  

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. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.

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 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.

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.