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Loans and Grants Assistant - (*) Internal

Duration of Assignment
Two-years' fixed-term (renewable)

(*) 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.
Organizational Context
Controller and Financial Services Division is part of the Financial Operations Department.
Duties and Responsibilities
Duties:

As part of the Loans and Grants Administration Section, under the direct supervision of the Officer in charge of this section and in collaboration with the Loans and Grants Officers, the incumbent will assist with loan and grant administration for a portfolio assigned based on the level of experience of the incumbent. This will include initiating and following up on all administrative actions to ensure prompt and continuous workflow in concerned area and also timely follow up of all stages of the financing cycle. In particular, the Loans and Grants Assistant (LGA) will:

1. Receive, review and process through Loan and Grant System (LGS) the Withdrawal Applications (WAs) under the IFAD financing programmes, ensuring compliance with financing agreements and with IFAD policies and operational procedures, following up with appropriate IFAD divisions/units and cooperating institutions as relevant.
2. Monitor and assess, on a sample basis, loan and grant payments and supporting documentation related to directly supervised projects.
3. Timely follow-up on loans/grants closing.
4. Timely update of the basic loan and grant basic data, review /verification of documentation for data input in LGS.
5. Draft, type, finalise and dispatch routine correspondence in English and Spanish.
6. Finalise and dispatch audit compliance (where relevant) and loan servicing correspondence.
7. Liaise directly with internal and external clients to ensure timely receipt of documentation and assist in problem solving throughout project cycle, and respond to queries/requests for information.
8. Maintain an effective filing system of documents, including pending items.
9. Review and route incoming correspondence, and follow up to ensure timely action.
10. Research and collect data from internal and external sources for reports/queries and follow-up.
11. Review and analyse incoming reports when requested. Proofread and formalize debt servicing letters to Member States; manage clearance processes and liaise with relevant stakeholders for inputs, translations and clearances.
12. Assist in the preparation of outgoing correspondence on audit-related communications.
13. Reconcile as necessary accounts related to loans and grants.
14. Regularly propose ways to increase efficiencies of work and that of the unit.
15. Replace other Loans and Grants Assistants as required.
16. Perform other related duties as required.
Education and Experience
Competencies:

Education: Secondary school education. Further education in finance, accounting or business related areas an advantage.

Experience: Minimum of three years’ experience with loan administration or related financial field.

Languages: Full command of English and Spanish essential.

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. Experience in Peoplesoft data entry or any ERP system. Keyboard test in English at 35 wpm essential.

Profile: Self motivated, positive attitude, flexibility. Confidentiality. Sense of responsibility, accuracy, commitment and discretion. Ability to work independently under minimum supervision. Strong aptitude for team work, sensitivity to different cultures and ability to work with people of different cultural backgrounds.
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.


Loans and Grants Assistant - (*) Internal