Regional Office Administrative and Resource Analyst

The Regional Office Administrative and Resource Analyst (ROR) is responsible for day-to-day management of administrative activities pertaining to the Regional Office and workflows at divisional level including business support, resource management and planning. The incumbent executes and manages processes and transactions ensuring efficient and high quality and accuracy of work to enhance the smooth running of the Division in the Regional Office, IFAD Country Offices and Multi-country Offices and its workflow and management of information.

Responsibilities

• Consolidate, administer, execute and monitor divisional budgets including regular and non-regular budgets, and certify administrative expenditures, including travel administration and purchasing consultancy services, other goods and/or services.
• Provide analysis on value for money and management of recurrent costs, budgeting for full cost-recovery, and efficient use of resources for Multi-country Offices and IFAD Country Offices.
• Provide training to relevant staff on monitoring allocated budgets and approval of transactions in compliance with IFAD rules and delegation of authority.
• Analyze and reconcile financial discrepancies and provide assistance in the review and preparation of documents with budgetary implications; provide recommendations on efficient use of budget and effective resource planning based on sound analysis.
• Coordinate effective support to other offices in the regional division with financial reconciliation of monthly and quarterly Service Clearance Accounts and State of Expenditures.
• Prepare, organize and deliver regularly presentations, reports and analysis on budget utilization and generating regular reviews and final reporting.
• Contribute to the planning of divisional human resources requirements and initiate HR-related actions for recruitment/contract extension and ensuring timely and efficient completion of actions.
• Support the management of relationships with the host agency on financial matters and HR-related matter.
• Ensure standards and procedures are adhered to in respect to the consultancy contract management, including recruitment of consultants, payments, deliverables and any changes in proposed consultant fees.
• Ensure proper workflows for divisional documents/correspondence going to or through the Regional Director to enhance the efficiency and timeliness of operations and outputs.
• Liaise with responsible officers with regards to standardization, renewals and termination of contracts and monitoring of contract portfolio.
• Coordinate with relevant colleagues across the regional division to ensure consistency and efficiency.
• Ensure proper management of divisional absences, addressing errors.
• Ensure timely preparation of concise info packs of relevant material prepared by the relevant team members for the attention of the Regional Director.
• Ensure the office filing and reference systems, both traditional and digital are well maintained and updated.
• Fully manage the communication and workflow of the regional office to ensure the effectiveness, efficiency and timeliness of office operations and outputs.
• Accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.

Requirements

• Advanced university degree from an accredited institution in accounting, business administration, development, economics, finance, international relations or related field is required.
• At least two (2) years of progressively responsible and relevant professional experience in UN agencies, development institutions, government service and/or other relevant organizations.
• Qualifying work experience in projects/programme analysis, resource planning, budgeting, office administration.
• Required languages: English and Spanish (4 - Excellent).
• Desirable languages: French or Arabic.
• Know-how in budget administration and accounting, resource allocation and planning at divisional level.
• Ability to strictly adhere to established, formal guidelines, including in new situations.
• Expertise relevant to the specific role in administration.
• Outstanding ability to analyse and synthesize qualitative and/or quantitative information from a variety of sources and filter out key insights and recommendations.
• Adherence to deadlines under time constraints and pressure; ability to coordinate and manage complex workflows and in-house and external teams.
• Know-how in the management of human, financial and material management of IFAD resources.
• High level of digital literacy and ability to quickly get familiar with new digital tools.
• Ability to deal patiently and tactfully with others, including senior individuals.
• Effective and active listening to others; understanding and acting upon indirect statements.
• Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate comprehensive solutions and strategies.
• Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language.
• Clear, succinct and convincing written communication; highly professional, balanced and diplomatic language.

Skills

• Budget Administration
• Accounting
• Resource Allocation
• Resource Planning
• Project Analysis
• Programme Analysis
• Office Management
• Human Resources Management
• Finance Management
• Material Management
• Workflow coordination
• Digital Literacy
• Data Analysis
• Verbal Communication
• Written Communication
• Stakeholder Engagement
• Deadline Management
• Team Management

Languages

English, Spanish, French, Arabic