Job Title : Corporate Services Analyst

ID : 13705

Location : Rome

Date of issue : 07/11/2023

Close Date : 07/31/2023

Organizational Unit : International Land Coalition

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 1 Year

Grade : P-1

Organizational Setting

The International Land Coalition (ILC) is a global alliance of 300+ civil society and intergovernmental organisations working together to put people at the centre of land governance through shifting power to the women, men and communities who live on and from the land. ILC network organizes around member-led country platforms (called National Land Coalitions) as well as into member-led regional and global thematic platforms.

The support team to the ILC network (One Team) is hosted by various members of ILC that act as administrative hubs for the network, including the International Fund for Agricultural Development (IFAD) in Rome. The One Team carries the responsibility to provide support to the Coalition in the implementation of the ILC Strategy 2022-2030, being accountable to members and donors.

The Corporate Services cluster serves as an enabler to ILC operations and facilitates administrative, human resources and financial services to the One Team systems across the various hubs to implement annual workplans of the ILC.

This position is leading the Corporate Services Cluster of One Team. It is hosted by the International Fund for Agricultural Development (IFAD) in Rome. ILC Secretariat links back to IFAD via SKD.

The position works under the supervision of the Director of the ILC.

Job Role

Corporate Services Analysts are typically an entry level position designed to build expertise in a broad range of administrative work and requires knowledge of the concepts and tools in the field of work. As junior professionals, understanding the subject matter area in the context of the ILC operations, the analysts have the capacity to implement policies, approaches, models and methodologies to meet emerging needs and to support the continuing relevance of the team’s capacity to provide administrative services support to internal and external clients. Assignments typically require initial case-by-case analysis, which also includes identification of administrative precedents. The Analyst performs routine and non-routine work with established precedents independently; complex, precedent setting recommendations are developed in consultation with the supervisor or other subject matter expert.

The Corporate Services Analyst is accountable for the delivery of corporate services to enhance the smooth running of the ILC Secretariat team and its regional hubs including by ensuring a common/shared workflow and management of information. In particular, the position plays role in the financial and human resources related activities, facilitating efficient procurement and logistical services while ensuring adequate work systems and tools are in place to administratively support the work of the ILC by enabling and effective and efficient implementation of ILC Operations.

This includes ensuring smooth functioning of the ILC Secretariat as well as other ILC hubs, consistent service delivery and constant readjustment thereof to consider changes in the operating environment as and when needed in collaboration with other ILC Cluster Heads. The incumbent reflects sound understanding of general administration and service management in the context of the ILC and host organization(s). Within their areas of responsibility, the Corporate Services Analyst (ILC Secretariat) exercises independence and due diligence in providing reliable corporate services, while taking context into consideration, being close to clients to better identify and address needs of internal and external stakeholders (e.g. ILC Cluster Heads and Workleads, and host organizations and partner entities).

The Corporate Services Analyst (ILC Secretariat) provides administrative support for staff and non-staff both at the Secretariat and at regional hubs, fostering collaboration within regional teams while promoting a client-oriented approach.

Key Functions and Results

The Corporate Services Analyst (ILC Secretariat) manages ILC corporate services in the provision of the full range of administrative, financial and human resources support to ILC Director and the entire One Team. The incumbent ensures integrity and adherence to established rules and procedures both at the level of IFAD and in line with those of the principal hosts of the ILC regional hubs. Accountabilities include but are not limited to: ADMINISTRATIVE SERVICES:

•  Liaise with internal (HQ and regional offices) and external clients for the smooth functioning of business operations.
•  Ensure full compliance with IFAD rules, regulations and policies.
•  Maintenance of ILC administrative standard operating procedures and business processes.
•  Facilitate logistical support for internal and external meetings/committees/events, including flagship global events (Coalition Council. Regional and Global Assembly of members and Global Land Forum).
•  ILC procurement of goods and services to ensure compliance to IFAD rules and (e.g. non-staff recruitments, commercial and non-commercial entity contracts).
•  Liaise with host organization(s) and external partners on ILC administration-related matters.
•  Support regular reviews of host organization(s) policy changes to assess impact on ILC’s functioning and coordinate related ILC negotiations.
•  Support the establishment and maintenance of effective relations with host organization(s) counterparts.
•  Establish operational relationships with equivalent officials in the host organization(s).
•  Ensure common tools and work systems are in place for a high-performing One Team, maintaining and updating as necessary ILC-dedicated tools.
•  Organize and supervise the work of the administrative support staff to ensure effective delivery of services.

HUMAN RESOURCES SERVICES:

•  Support the Director in the planning of ILC Human Resources requirements, liaise with host organization(s) on HR-related matters.
•  Support Director on structuring dispersed teams and facilitate their hosting.
•  Support a unified performance planning and appraisal process across One Team.
•  Identify capacity needs that hinder the effectiveness of the support team, and ensure that capacity-building is provided where needed.
•  Facilitate and update an ILC induction programme.
•  Support the design, planning and delivery of periodic retreats of the dispersed team.

FINANCIAL SERVICES:

•  Consolidate, monitor and administer ILC budget including at regional and work area level.
•  Monitor budget trends and future requirements and prepare budget scenarios in coordination with ILC Head of Learning for Impact and Regional Support.
•  Processing of all financial transactions, including grants, travel, and procurement, implement budget guidelines and procedures, and monitor use by authorised spending officers.
•  Ensure correct financial and administrative content of agreements with donors and with ILC grantees, ensuring compliance with IFAD’s Legal, financial, administrative and ethical requirements.
•  Monitor compliance in the use of funds by grantees.
•  Liaise with IFAD and other host institutions to ensure production of annual financial statements and other financial documentation required by donors.
•  Maintain systems to support compliance in the grants portfolio of ILC.
•  Prepare, organize and deliver presentations and reports on budget utilization.
•  Maintain, and upgrade as needed, the administration systems and tools to meet the requirements of accounting and record keeping, official documents, information, data and publications, in compliance with IFAD and other host institutions, adapted to the business model of ILC.

MANAGERIAL FUNCTIONS: The Corporate Services Analyst (ILC Secretariat) is accountable for upholding ILC and IFAD’s core values and code of conduct, and integrity, transparency, and equity in the personal use of assigned ILC resources, including equipment, supplies and general services staff and junior consultants under purview.

Key Performance Indicators

The Corporate Services Analyst (ILC Secretariat) typically reports to the Director. The work requires provision of corporate services, the interpretation and application of relevant policies, rules and practices to a broad range of simple or complex casework. The incumbent analyses proposals and requests received from clients and, after consultation, makes recommendations and/or take sound actions. The key results have an impact on the overall efficiency, and effectiveness of the ILC One Team.

Working Relationships

The work relationships of the Corporate Services Analyst (ILC Secretariat) involve both written and verbal communications to obtain and provide information regarding decisions on specific cases or to explain why an action has been taken or to obtain information needed to take decisions or support further administrative, human resources or financial processes. Accountability extends across all work leads in One Team. External contacts are predominantly with counterparts in host organization(s), service providers and partners.

The Corporate Services Analyst (ILC Secretariat) reports to the Director ILC, is accountable to all ILC work leads and coordinates the ILC corporate services team.

Job Profile Requirements

Organizational Competencies:

Level 1:

•  Building relationships and partnerships – Builds and maintains effective working relationships
•  Communicating and negotiating – Communicates effectively; creates understanding between self and others
•  Demonstrating leadership – Personal leadership and attitude to change
•  Focusing on clients – Focuses on clients
•  Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
•  Managing time, resources and information – Manages own time, information and resources effectively
•  Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
•  Strategic thinking and organizational development – Personal influence
•  Team working – Contributes effectively to the team

Education:

•  Level – Advanced University Degree in a technically relevant area from an accredited institution listed on https://www.whed.net/home.php *
•  Areas – International relations, accounting, business administration, economics, finance, HR or related areas.

(*) Note: For internal candidates, this requirement will be assessed in line with the provisions set forth in IFAD’s Human Resources Implementing Procedures.

Experience:

•  This is an entry level position.
•  Excellent written and verbal communication skills in English.
•  Position-specific experience: Qualifying work experience in coordinating office administration, communication and information management, resource planning and output monitoring. Experience with International financial institutions, development cooperation agencies, etc., would be an asset.

Languages:

•  Required English (4 – Excellent)
•  Desirable: French, Spanish

Skills:

•  Topical expertise – Administration: Expertise relevant to the specific role.
•  IFAD partners: Knowledge of IFAD’s partners’ functioning and mandate , such as the public sector (e.g. governments and policy, institutions and system), non-state actors (NGOs, CSOs, Foundations, etc.) and private sector actors.
•  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.
•  Collaboration: Successfully work toward a common goal with others by communicating clearly, actively listening to others, taking responsibility for mistakes, and respecting different perspectives of stakeholders.
•  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 their work.
•  Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters).
•  Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies.
•  Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language.
•  Written communication: Clear, succinct and convincing written communication in the language needed for specific role; highly professional, balanced and diplomatic language (e.g. for drafting of position papers, briefings, etc.)
•  Loans & grants: Know-how in designing loan and grant operations and managing loan and grant preparation process.

Other Information

The appointment to this one-year fixed-term position is limited to service with the ILC Secretariat and entails no expectation of service, indefinite appointment or conversion to any other type of appointment within IFAD. The source of funding for the appointment to this position is the ILC account administered by IFAD on behalf of the ILC.

Possible extensions of this appointment are subject to the presence of a valid agreement between IFAD and the ILC, continued existence of the position and functional needs, satisfactory conduct and performance as well as availability of funding from the ILC account.

The ILC is a network of 300+ organizations governed by its global Assembly of Members. IFAD hosts the global ILC secretariat in its Headquarters. ILC staff are governed by IFAD’s legal instruments including the general provisions of the Human Resources Policy, the Staff Rules, the HR Implementing Procedures unless specified otherwise in the Agreement between IFAD and the Coalition Council of ILC.

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.

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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.