Based in Côte d’Ivoire duty station and under the overall supervision of the Country Programme Manager (CPM) and/or Country Programme Officer (CPO), the Country Programme Assistant (CPA) is accountable for a range of administrative and programme support functions pertaining to coordination and execution of field operations.
The CPA’s key results/major activities include:
The CPA ensures the availability of timely, complete and accurate information and data for project and programme decision-making by, among other tasks, (a) undertaking basic research and performing comparative analysis of project/programme related data; (b) monitoring project implementation against established milestones, ensuring timely compliance with agreed deadlines; (c) acting as focal point in the review of the completeness of data in the RIMS reports with key monitoring and evaluation information; and entering the data into the IFAD system.
Office management and logistical support
The CPA ensures that the full range of activities pertaining to country programme administrative operations follow established regulations, rules and procedures and that coordination with the host agency (e.g. UNDP, WFP, etc.) at the country level is effective and collaborative. Administrative responsibilities span travel, human resources (HR) and procurement, including inventory support, logistical arrangements related to missions and workshops in the country; timely and accurate data entry in and extraction of data from IFAD systems; and maintenance and administration of the country office budget under instructions from the CPM.
The CPA ensures a full range of effective support to the CO’s professional staff including efficient incoming and outgoing communications (phone, hard copy and electronic); final formatting and as required drafting recurring components of project and administrative documents, reports, correspondence, briefs, tables and graphs; preparing and disseminating documentation for meetings; establishing and maintaining office records including filing systems (hard copy and electronic); uploading and profiling required documents in the Operations Library, and sharing information with project partners, especially the Country Programme Management Team (CPMT); and overseeing the maintenance of IFAD office furnishings and equipment.
The Country Programme Assistant is accountable for integrity and transparency in the administration of IFAD resources. This includes providing inputs into the country office budget preparation exercises and monitoring sub-allotments issued; implementing procurement processes and assisting in contract close-out procedures; and effective use of ERP functionality for improved business results, simplification of transaction and reporting processes and improved client services.
Impact of key results/key performance indicators
The key results have an impact on the overall performance of the country office and success in the implementation of project/programme activities. Accurate data entry and presentation of information ensure proper programme decision-making. In the absence of a national Programme Specialist, the CPA is the institutional memory of and the continuity for the country programme. S/He is accountable for the full spectrum of administrative and standard project/programme support activities.
The Country Programme Assistant works in close collaboration with the professional staff in the CO, host agency counterparts and IFAD HQ to exchange information in support of programme delivery and administrative support. The incumbent is continually involved in enlisting the support and cooperation of the host agency as well as administrative units in HQ on a wide range of administrative matters.