Documents Analyst - P2

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 Office of the Secretary (SEC) is headed by the Secretary of IFAD, and forms part of the Office of Legal and Governance (OLG) that in turn is headed by the Chief Legal and Governance Officer (CLGO).

The Office of the Secretary of IFAD (SEC) is responsible for IFAD's governance and promoting effective relationship between IFAD and its Member States. SEC is composed of the Front Office, Documents and Languages Services (DLS), Conference and Meeting Services (CMS) and Governance and Membership Services (GMS). The corresponding services work together in support of the Fund's institutional governance, organizing formal and informal sessions of IFAD's governing bodies, from the Governing Council to the Executive Board and subsidiary bodies, through the provision of a series of services and interactions ranging from official contact with Member States and potential Member States, provision of documentation for Governing Bodies in the four official languages of the Fund, organization of formal and informal governing body meetings and safeguarding multilingualism through the provision of translation and interpretation services.

SEC's DLS workstream supports IFAD''s governance processes, public-facing activities and operations by ensuring that the institution''s communications and official documentation are accessible, accurate and consistent in its four official languages - Arabic, English, French and Spanish. This function is central to promoting multilingualism as a core value and operational principle of the organisation.

The position is located in SEC division and the incumbent works under the overall strategic, policy and management guidance of the Secretary of IFAD and the Director of the Office of the Secretary, and the direct supervision of the Chief, Documents and Language Services.


Job Role

The incumbent 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 incumbent is responsible for supporting a smooth work-flow of the Documents and Language Services workstream, ensuring the timely processing and delivery of all language versions of all IFAD governing bodies documents, as well as language processing of correspondence, publications and other material, in a manner to achieve savings, meet efficiency targets, maintain high-quality standards and adhere to tight deadlines, including through the introduction, where needed, of new tools and technology.


Key Functions and Results

1. DOCUMENTS PLANNING: The incumbent is responsible for the language process from planning to completion. Accountabilities typically include:


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Provide advice and options for the effective planning and organization within DLS of all documents.



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Coordinate, in close consultation with GMS, and where relevant, with various departments and divisions, to facilitate timely preparation and submission of documents that respect established guidelines.



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Conduct comprehensive risk assessments¿to identify potential pain points with regard to document processing. Identify mitigation strategies, and contingency plans for DLS to implement to ensure high quality documents and minimize impact on timelines and deliverables.



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Ensure the security and confidentiality of sensitive documents.



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Monitor and evaluate the document planning process to identify areas for improvement.


2. RESOURCE PLANNING AND MANAGEMENT: The incumbent supports the smooth functioning of document management activities and contributes to the overall efficiency and quality of the document processing. This involves the efficient monitoring and administration of resources to meet the demands of document-related tasks.


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Monitors resources related to document processing, including non-staff personnel.



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Allocates resources efficiently to meet the demands of document-related tasks.



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Ensures the availability of necessary language support such as editors, translators, and language professionals for the smooth functioning of document management activities.



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Ensures, in consultation with the Chief and Senior Revisers, that suitable language professionals, with appropriate expertise, are recruited according to projected document specificities.


3. AGENT OF CHANGE: The incumbent maintains an awareness of the principles of change management and proactively serves as a role model for transformation and capacity for acceptance of change. The incumbent uses solid knowledge of documents processes to analyse and promote acceptance of new methods of work and effective communication skills to persuade and influence managers, supervisors and staff to adopt change. By fostering openness to innovation and through analysis of the best practices from other multilateral organizations, the incumbent supports operational agility and continuous improvement in document management processes.


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Oversees the maintenance of document management systems, including translation workflows and software.
Secures the support for the implementation and maintenance of computer-assisted translation (CAT) tools and systems within the limitations and scope of IFAD's IT structure.



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Charts out the integration of large language models and AI technologies into DLS translation workflows to improve operational agility, efficiency and accuracy.



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Fosters acceptance of innovation to ensure operational agility and continuous improvement in document management processes.



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Constantly benchmarks and identifies best practices from other multilateral organizations to ensure the highest standards in document processing.



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Keeps abreast of commercially available solutions and market innovations that could drive potential efficiencies in language processing.


4. MANAGERIAL FUNCTIONS: The incumbent is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised.


Key Performance Indicators

The work requires analysis of current trends related to multilateral organizations and internation financing institutions.


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Assignment involves the operation of technical and work processes with an array of internal and external clients and stakeholders.



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Work requires technical and analytical work on international development financing, global and multilateral engagement, and policy processes related to IFAD's mandate.



Working Relationships

The incumbent focuses on ensuring efficient service delivery and handling of specialized and complex processes. They work closely with professional colleagues at a senior level in the team and with client departments and other staff. These relationships are important to ensure that service standards and deadlines are met and that proposals and action adhere to policies and rules.

Internally, the incumbent liaises with author units and other units involved in document production. Internal contacts extend to supervisors and staff throughout the Fund to promote understanding of documents regulations, rules and/or procedures pertaining mainly to routine documents matters within their area of assignment.

External contacts involve research and data/information gathering to compile and assess best practices among similar organizations in field of specialization and to negotiate or clarify unique, complex issues or processes. Internal Fund contacts extend to supervisors and staff throughout the Fund to promote understanding of Budget regulations, rules and/or procedures pertaining mainly to routine Budget matters within their area of assignment. This requires skill in building constructive, effective relationships.

The incumbent may make recommendations with respect to improving/streamlining processes and procedures, monitoring workflows and divisional activities.


Job Profile Requirements

Organizational Competencies:

Level 1:


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Building relationships and partnerships - Builds and maintains effective working relationships



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Communicating and negotiating - Communicates effectively; creates understanding between self and others



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Demonstrating leadership - Personal leadership and attitude to change



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Focusing on clients - Focuses on clients



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Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates



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Managing performance and developing staff -



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Managing time, resources and information - Manages own time, information and resources effectively



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Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability



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Strategic thinking and organizational development - Personal influence



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Team working - Contributes effectively to the team


Education:


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Level - Advanced university degree ( Master's or equivalent) from an accredited institution. A first-level university degree ( Bachelor's or equivalent) combined with at least four additional years of relevant professional experience may be accepted in lieu of the advanced degree.



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Areas - Public Administration, Communication, Management, International Relations, Economics, Finance, Political Sciences, or related field.


Degree must be from an accredited institution listed on

Experience:


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A minimum of two (2) years of progressively relevant experience is required.



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Experience in a role providing analytical support within an international financial institution, development cooperation agencies and/or the United Nations system is highly desirable.



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In addition, qualifying experience in drafting analytical documents, producing reports on tight deadlines would be an asset.


Languages:


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English (4 - Excellent)



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Desirable: French, Spanish, or Arabic (3 - Good)


Skills:


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Budgeting, resource management: Know-how in budget administration and accounting, resource allocation and planning at divisional level



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IFAD governance & mandate: In depth knowledge of IFAD`s governance structure, mandate, strategic priorities and technical work



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UN and IFI documentation & processes: Knowledge of the relevant policies, rules, regulations and guidelines on document processing and distribution within the UN and other IF Is



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Project coordination: Identification of key-priorities, ability to work with others, coordinate and structure work to meet deadlines and adjustment of workplan/resource allocation when needed, identification and management of project-related risks



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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. )



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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



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Client orientation: Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions



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Corporate approach: Ability to bring in corporate vision and priorities into one's area of work (e. g. budgeting going beyond simple budgetary considerations, taking into account strategic priorities)



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Specialized communication skills: Ability to negotiate on behalf of IFAD and drive for creative and pragmatic solutions in complex negotiations with key partners, both public and private sector



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Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language



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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. )



Other Information

IFAD staff members are international civil servants subject to the authority of the President of IFAD. In accordance with IFAD's Human Resources Policy, the President can decide to assign them to any of the activities of the Fund. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.

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 in line with its and the .

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad. org

In accordance with IFA Ds provisions, all new staff members will normally be placed at the first step in the grade level for which they have been selected. For information on IFA Ds remuneration package, please visit . Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements.

Long-listed candidates will be required to participate in a pre-screening interview. Short-listed candidates will be required to participate in a technical and competency-based interview and may be required to take a written test and/or to deliver a presentation.

Non-selected candidates who have been shortlisted, interviewed and found suitable in this competitive selection process, may be included in IFAD's appointable roster and considered for future positions in the same job family and grade level, in line with IFAD's applicable provisions. Candidates included in the appointable roster will be notified by IFAD.

If you encounter technical issues, please contact erecruit@ifad. org, with a screenshot and details of the problem.

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