Administration and Planning Officer
The International Land Coalition (ILC) is a global alliance of civil society and intergovernmental organisations working together to promote secure and equitable access to and control over land for poor women and men through advocacy, dialogue, knowledge sharing and capacity building. The Secretariat of ILC, hosted by the International Fund for Agricultural Development (IFAD) in Rome, carries the responsibility to provide support to the Coalition in the implementation of the Strategic Framework 2011-2015.
Purpose of position
The Administration and Planning Officer is responsible to manage the ILC administrative functions. This includes, but is not limited to, responsibilities in the development and administration of the ILC budget to ensure that the ILC secretariat can effectively provide and access the services needed to support the implementation of its relevant Strategic Framework within the available resources and in compliance with the work programme.
Duties and responsibilities
Under the direct supervision of the Director, ILC Secretariat, the incumbent will perform the following duties:
As Administration Officer,
1. Manage the administrative systems and procedures needed to support the effective and efficient implementation of the annual / multi-year programme of work. This includes:
- ensuring compliance with ILC operating procedures and policies and those of the host organisation, IFAD;
- supervising the administration staff;
- supervising the processing of all financial transactions, including grants, travel, and procurement;
- establishing and upgrading, as needed, the administration systems to meet the accounting and record keeping / minutes, official documents, information, data and publication requirements; and
- supervising correct functioning of the Secretariat Office in compliance with Personnel and Administrative procedures of the Host Organization, IFAD.
2. Administer/supervise the financial transactions and reporting for grants including grants to LC from donors and grants from ILC to third parties including members, partners and others This includes:
- providing advice on the financial and administrative content of agreements with donors and with ILC grantees;
- monitoring that donor funds are only cleared for use when they are in compliance with the financial conditions of agreements;
- monitoring that new grant agreements with third parties/partners are cleared in conformity with the clearance requirements as established with IFAD;
- monitoring that grant recipients have used funds in compliance with the signed agreements.
3. Identify, coordinate and manage administrative services in support of ILC¿s governing bodies, including the Biennial Assembly of Members, and for external / international events convened under ILC¿s responsibility, as well as providing direct support to the Director in governance-related functions. This includes:
- develop critical path and coordinate staff teams to prepare and implement all preparations for and administrative support to and at official meetings;
- supervise and coordinate all administrative and logistical requirements for official meetings and events, including preparatory field missions to contract facilities, services providers and establish in-country financial requirements;
- supporting the director in governance-related tasks of the ILC secretariat, including: drafting and preparation of documents for Council meetings; arranging communication with the council; and coordinating key institutional processes such as those related to strategic planning.
4. Administer all Human Resource processes and contracts including ILC staffing and consultants.
As Planning Officer,
5. Prepare, under the guidance of Director and in close collaboration with the Programme Officers of the Secretariat, the Work Plan and Budget of the year making sure it responds to the objectives of the current Strategic Framework.
- coordinating and contributing to the development of the ILC’s strategic framework and annual programme of work, activities and events;
- elaborating, verifying and finalising the annual/multiyear activity-based budget in collaboration with the Programme Officers at the Secretariat and with the Regional Coordinators;
- submitting the budget to the Financial Division of IFAD for clearance; submitting the cleared budget to the ILC Council for its approval, liaising with the Financial Division of IFAD for the related allocations and monitoring its use by authorised spending Officers;
- implementing the budget guidelines and procedures;
- monitoring and analysing the budget to ensure that funds are used as allocated;
- creating financial forecasts for the current and future years to support programme management, resource mobilisation and planning for future programmes, activities and events based on priority based planning;
- recommending and reviewing the costing of donor proposals and agreements to ensure alignment with the multi-year programme of work, validating the cost estimates and inclusion of all pertinent cost categories, staffing and overheads in said submissions; and
- contributing to the finalization of the External Audit of ILC accounts by liaising closely with IFAD staff assigned to ILC accounting.
- Contributing to, and in some cases leading, the preparation of reports to donors
- Coordinate, in close collaboration with the Communication expert, the preparation of ILC¿s annual reports.
Education and experience
- University degree in Administration, Finance, Management, Economics, Social Sciences or any relevant field
- At least 3 years of relevant working experience especially in administration, planning and budget
- Experience in playing key contributing roles in proposal writing and in the preparation of donor reporting
- Experience in land and natural resource issues and in social movements and civil society organisations is desirable
- Familiarity with UN financial, administrative and human resources procedures is an advantage
- Ability to work effectively with a multi-disciplinary and multi-local team
- Excellent organisational and strategic planning skills to analyse, set priorities, take initiatives and complete work to deadlines
- Self-developer with motivation to learn
- Full command of English is essential; working knowledge of French and/or Spanish desirable
- Excellent written, verbal, and visual communication skills
- Proficiency in Microsoft Office applications
Interested candidates are requested to apply by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF.
Deadline for applications: 09/16/2013