Director, Administrative Services Division (Adm) - Rome,Italy D-1 Lazio

Director, Administrative Services Division (Adm) - Rome,Italy D-1
Roma
Lazio, Lazio

Organizational Setting The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger.

It does so by investing in rural people.

IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation.

The Corporate Services Department (CSD), led by the Associate Vice-President, CSD, provides IFAD with the human resources, administrative services, safety and security, information technology resources and medical support services required to allow IFAD to meet its objectives of enabling rural people overcome poverty.

The work of the CSD is undertaken by three divisions (i) Human Resources Division (HRD) (ii) Administrative Services Division (ADM) and (iii) Information and Communication Technology Division (ICT) and one unit: Medical Services Unit (MSU).

ADM provides high-quality client-oriented, timely and efficient operational support and administrative services to IFAD's global workforce to satisfy corporate and operational needs in support of IFAD's mandate and mission, in close collaboration with our internal and external partners.

The division supports IFAD's core activities across all duty stations (including headquarters, regional, multi-country, country and liaisons offices) and facilitates day-to-day business operations in line with internationally accepted best practices.

ADM global operational services encompass Security and Business Continuity, Facilities Management, Travel and Visa, Privileges and Immunities, Procurement, Insurance, Shipping, Asset and Inventory Management, Records Management and Archives, Mail Distribution as well as greening activities across all IFAD duty stations.

This also includes coordinating outsourced services with local UN entities/host agencies, or through UN Reform initiatives, such as the Business Operations Strategy (BOS), Common Back Office (CBO), and Common Premises (CP), and managing service level agreements with host agencies as well as host country agreements.

The Director, ADM works under the direct supervision of Associate Vice President, CSD.

The structure of IFAD is currently undergoing a recalibration process.

The definite set-up of ADM is being finalized and is subject to confirmation of institutional process requirements, which will be confirmed during the recruitment process.

Job Role Directors are responsible for managing a division or office.

The main focus of Director positions is strategic leadership, innovation and management.

Most typically as a member of a departmental management team, they are responsible for managing and supervising the delivery of a division's programme of work within an allocated budget.

Position specific: The Director, ADM is responsible for directing and managing the division and serves on IFAD's and CSD's management team.

As a member of the CSD management team, the Director, ADM, will be responsible for managing and supervising the delivery of ADM's programme of work within an allocated budget.

The Director, ADM: - Represents IFAD in following networks: (i) Issues Management Group (IMG) in Environmental Sustainability Management; (ii) Interagency Facility Management Network (INFM); (iii) High-Level Committee on Management Procurement Network (HLCM-PN) and Network of Procurement for International Organizations (NPIO); (iv) Interagency Travel Network (IATN); (v) IFI Insurance Network; (vi) Business Continuity Network; and (vii) Interagency Security Management Network (IASMN), Security Management Team for Italy (SMT) and IFI Chief Security Officers Network as Agency Security Focal Point; - Participates and represents IFAD in: (i) UN Efficiency initiatives directly linked to CSD mandate (e. g.

Business Operations Strategy, Common Back Office and Common Premises); - Chairs the Operational Risk and Compliance Committee (ORCC); and - Serves as member of various corporate task forces.

Key Functions and Results 1. VISION AND STRATEGY: Directors at IFAD are responsible for developing and promoting a strategic vision that translates the organization's corporate and departmental mandates, strategies, goals, and objectives into a divisional programme of work.

They ensure that the division's activities are integrated with the overall Fund mandates and strategies and participate in the design of IFAD's strategic approaches.

Directors set and communicate clear objectives and are accountable for the division being seen as a credible and trusted partner in managing for results and as an innovator in its field.

2.

POLICY DEVELOPMENT AND ADVICE: Directors provide leadership in the development and interpretation of major policies, regulations and rules, and systems that govern the work of a division and ensure they support divisional goals and objectives within the overall Fund mandates and strategies.

Directors also serve as a trusted business/programme advisor with a significant role in authoritative policy advice within the Fund at the senior management level as well as in policy dialogue in their representational activities.

3. PROGRAME MANAGEMENT: Directors provide leadership in (a) all phases of the division's medium term planning and management, including operational requirements such as (i) establishing annual work plans, (ii) ensuring regular programme assessment and (iii) identifying opportunities for innovation and implementation of best practices generated within the Fund as well as in peer organizations, both private and public; (b) reviewing and innovating core processes of the division in order to achieve better efficiency and effectiveness, as well as financial sustainability, of operations; (c) enhancing synergy among divisional staff and holding staff accountable for results and (d) ensuring the preparation of all divisional publications, reports and governing bodies documents.

4.

MANAGEMENT OF RESOURCES: Directors are responsible for ensuring the transparent, equitable, and efficient management of IFAD's resources, including human, financial, and material resources.

This includes managing staff through workforce planning, recruitment, performance management, and career development.

Directors are also responsible for managing the division's budget, ensuring accountability and fiduciary integrity.

Additionally, they are responsible for managing material resources and promoting knowledge and content management to achieve innovative outcomes and cost-effective processes.

Directors also leverage information technology to improve business results, reporting processes, and client services 5.

REPRESENTATION AND EXTERNAL RELATIONS: Directors serve as designated representatives of the Fund.

They catalyse effective partnerships with a broad range of institutions including borrowers, bilateral and multilateral development agencies, UN agencies, funds and programmes, international financial institutions (IFls), non-governmental organizations and academic institutions for the purpose of programme co-operation, knowledge sharing, policy dialogue and/or resource mobilization.

Directors represent the Fund in official United Nations committees and networks, and in IFls, multilateral and bilateral meetings, symposia, fora and Global conferences upon request of the President, and build organizational networks with peers in major private, public and international institutions.

The key responsibilities of the Director, ADM include: STRATEGIC ADMINISTRATIVE LEADERSHIP: The Director, ADM leads, directs and oversees IFAD's global operational services performed by the Division consisting of the Front Office, and the following sections: (a) Procurement, Insurance and Asset Management; (b) Facilities and Records Management; (c) Security; and (d) Privileges, Immunities, Travel and Visa.

The incumbent manages staff working both in HQ and in other duty stations.

The Director, ADM is accountable for establishing new IFAD offices and strengthening the existing ones as needed, ensuring that all IFAD's duty stations operate efficiently, regardless of their geographical context.

This role involves proactively reviewing and analyzing emerging issues and trends, establishing linkages between IFAD offices, and formulating IFAD policies and decisions related to decentralization, with an oversight of related technical, operational and other pertinent areas under the purview of ADM.

The Director, ADM will focus on enabling operational effectiveness while ensuring duty of care for IFAD's workforce through delivering comprehensive global management services and utilizing innovative solutions to boost operational efficiency and minimize costs, in alignment with the United Nations Reform.

The Director, ADM prepares the annual and mid-term divisional work program, ensuring these are aligned to the ADM Strategy, determining priorities, and allocating resources for the completion of outputs and their timely delivery, and is responsible for change management within the division.

Key Performance Indicators Directors establish IFAD's priorities and provide leadership to division-level programme and operational management activities, ensuring a results-based approach to meeting assigned goals and objectives.

Leadership activities include the optimal utilization of human, financial, technology, and material resources for greater efficiency and effectiveness.

The Director, ADM, successfully leads the consolidation of the functions of the Division, ensuring that corporate services are better suited for both field operations and HQ, optimizing resources allocation and utilization.

The incumbent consolidates various functions into unified business units with consistent global service delivery responsibilities.

The Director is responsible for mitigating the risk of duplicated and fragmented roles and responsibilities, facilitating smoother execution of processes and procedures, as well as enhancing capacity to distribute and balance workload across different duty stations including HQ.

Working Relationships Directors are responsible for building and maintaining strong working relationships both within and outside of IFAD.

Internally, Directors provide strategic advice to senior management and collaborate with other divisions to ensure effective coordination of programme planning and activities.

Externally, Directors develop strategic partnerships with a range of institutions, including borrowers, development agencies, UN agencies, and non-governmental organizations, for the purpose of programme cooperation, knowledge sharing, policy dialogue, and resource mobilization.

Directors also represents IFAD in official committees, meetings, and conferences, and build organizational networks with peers in major private, public, and international financial institutions.

The Director, ADM serves as strategic advisor on global operational services, advising senior management on operational services matters and policies developed by ADM in all areas under its purview, including on related systems and standards.

The incumbent is responsible for ensuring a client-focused problem solving approach, and supports close and efficient working relations within CSD, and with all IFAD Divisions.

The Director, ADM, will ensure strong coordination and collaboration with IFAD Regional Directors in their shared responsibility for regional corporate and administrative services, to ensure robust operational support across all duty stations.

Job Profile Requirements Organizational Competencies: Level 2: - Building relationships and partnerships - Builds and maintains strategic partnerships internally and externally - Communicating and negotiating - Acquires & uses a wide range of communication styles & skills - Demonstrating leadership - Leads by example; initiates and supports change - Focusing on clients - Contributes to a client-focused culture - Learning, sharing knowledge and innovating - Challenges, innovates & contributes to learning culture - Managing performance and developing staff - Manages wider teams with greater impact on others and on the organization - Managing time, resources and information - Coordinates wider use of time, information and/or resources - Problem-solving and decision-making - Solves complex problems and makes decisions that have wider corporate impact - Strategic thinking and organizational development - Staff in management and/or strategic leadership roles - Team working - Fosters a cohesive team environment Education: Level - Advanced* university degree from an accredited institution in a technically relevant area.

Areas - business administration, finance, management, public administration, commerce, engineering, law or a related field Degree must be an accredited institution listed on https://www.whed. net/home. php.

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

Experience: - At least twelve (12) years of progressively responsible and relevant professional experience in technically related areas of operations.

- Five (5) years' experience in a national or international organization providing global support.

- A track record in managing or overseeing corporate administrative services in a decentralized organization.

- Demonstrated experience and ability at leading and managing multicultural teams is required.

- Experience working in more than one of the regions of IFAD operations is preferred.

- Proficiency in main enterprise resource management and related ERP systems and applications relevant to the field of specialization.

Strong network among UN agencies and/or multilateral development financial institutions is preferred.

Languages: - Required English (4 - Excellent) - Desirable: French, Spanish, or Arabic (3 - Good) Skills: - Topical expertise - Administration: Expertise relevant to the specific role (e. g.

For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines) - Advocacy: Ability to leverage IFAD knowledge and/or communication materials to maintain and promote constructive dialogue around IFAD`s vision and strategic priorities to external 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 - Stakeholder management: Strong alignment capabilities and consultation skills, building on effective interactions and relationships with different stakeholders (e. g.

for the co-creation of communication material with member states) and ability to build and maintain a strong network (e. g.

with journalists, media outlets, etc. )

- Strategy implementation: Ability to lead and manage the development and implementation of medium to longer-term strategies for IFAD / for respective divisions - Planning: Know-how in the planning of human, financial and material management of IFAD resources - Policy dialogue: Know-how in the representation of IFAD as a trusted and strategic partner, advocating and promoting IFAD's mandate and vision; effective consultations with IFAD counterparts - like ministries and governmental bodies at all administrative levels, donors, civil society - Change management: Role modelling, anticipation of key risks & conflicts and formulation of contingency plans/solutions, action-oriented - 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 his/her work.

- Corporate approach: Ability to bring in corpora