Assistant to Director, Human Resources Division (re-advertised)

Duration of Assignment
	2 years fixed-term (*) ELIGIBILITY CRITERIA: This is an internal vacancy announcement and is restricted to applications from the following categories: (a) continuing staff (b) fixed-term staff with a contract of one year or more (c) temporary General Service staff, who have served in IFAD for a total of 36 months or longer as per the eligibility list.
	Division Context
	The Human Resources Division is part of the Corporate Services Department
	Duties and Responsibilities
	Duties: Under the direct supervision of the Director, Human Resources Division, the incumbent is responsible for the provision of administrative, clerical and secretarial support to the Director, HRD; to this effect, the incumbent applies substantial initiative, judgement and discretion, based on broad knowledge of IFAD administrative policies and procedures. In particular, the incumbent will perform the following duties: At the G-4 level, the incumbent will: 1. Receive, screen, assign and monitor mail, correspondence and documents, identifying complex, sensitive or urgent correspondence for appropriate treatment; follow up on action as necessary. 2. Review correspondence and documents submitted for supervisor’s signature and call any discrepancies to the attention of the staff concerned; draft correspondence as requested. Draft correspondence on routine and administrative matters for HRD Director’s signature. 3. Coordinate and keep supervisor’s meeting schedules; research, collect and assemble background information and documents for meetings, both internal and external; arrange regular meetings and retreats for the division, prepare related agendas and minutes; organize travel arrangements. 4. Alert supervisor on matters requiring timely action or on potential problem areas, conduct preliminary research on solutions and approaches and submit possible options; provide information on substantive matters not requiring technical knowledge. 5. Update divisional organigramme, initiate administrative actions for staff recruitment and extension, and follow up as appropriate; ensure the timely submission by HRD staff of annual performance appraisals (PES) in accordance with applicable procedures. 6. Initiate divisional recruitment actions for consultants, temporary staff and interns, and monitor HRD staff absences through the Leave Management System (LMS). 7. Maintain an effective filing system, ensuring consistency and regular clean up, update archives of electronic and hard copy files related to HRD front office operations, transferring files to archives and Documents Centre, as necessary. 8. Be responsible for divisional logistics (e.g. office space, furniture, equipment, and expendable and non-expendable supplies) 9. Perform other related duties as required.
	Education and Experience
	Competencies: Education: Secondary school education. Experience: At G-4 level: minimum of three years’ secretarial/administrative experience, preferably in an international organization. Languages: Full command of English essential. Working knowledge of another IFAD official language an advantage Knowledge: Familiarity with IFAD administrative procedures. Excellent knowledge of PeopleSoft essential; knowledge of IFAD financial modules and procedures desirable. Skills: Excellent computer skills (Microsoft office basic packages, Word, Advanced Excel, PowerPoint). Familiarity with Outlook, Internet and Intranet. Keyboard test in English at 35 wpm essential. Profile: Self motivated, positive attitude, flexibility. Confidentiality. Sense of responsibility, accuracy, commitment and discretion. Strong aptitude for team work, sensitivity to different cultures and ability to work with people of different cultural backgrounds. Availability to work long hours during peak periods.
	Other Information
	Interested candidates are requested to apply by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF. The application should be made through the online system only. Short-listed candidates may be required to undergo written tests and a formal interview process. Applicants should note that IFAD staff members are subject to the authority of the President and may be assigned by him to any of the activities of IFAD so candidates should be willing to rotate. All recruitment and appointments at IFAD are based on open competition and merit. IFAD is an equal opportunity employer. The appointment may be initially at a level lower than the classified level of the position if the work competencies indicated above are not matched. If applicants do not hear from HRD within three months from the date of application, they should consider their application unsuccessful. IFAD staff who may be appointed against these functions will not have return rights to their former functions. This vacancy is subject to local recruitment conditions.