Associate Administrative Officer (Privileges & Immunities) P-2 - Administration Services Division

The International Fund for Agricultural Development (IFAD) is an International Financial Institution and a Specialized United Nations Agency whose mission is to enable poor rural people to overcome poverty. IFAD’s headquarters is in Rome, Italy, and is present in more than 80 countries to develop and finance programmes and projects aimed at increasing agricultural productivity and incomes.
Division Context
Administrative Services Division’s mission is to support IFAD in achieving its objectives by providing efficient, effective and innovative customer-oriented services in a safe, secure and functional working environment. IFAD’s Privileges and Immunities Office is responsible for managing and implementing Headquarters Agreements and Convention on Privileges and Immunities for Specialized Agencies.
Duties and Responsibilities
Under the direct supervision of the Administrative Officer, Privileges and Immunities, the incumbent plays a key role in the establishment and maintenance of effective public relations with high officials and authorities of the host country and of other countries interacting with IFAD. He/she is responsible for ensuring the timely issuance of visas, permits of stay and UN documents for all IFAD staff, consultants and participants to IFAD-organized events; and for efficiently managing vehicle privileges for entitled staff.

The Associate Administrative Officer will be required to:

• Support the establishment and maintenance of effective public relations with high officials and authorities of the host country.

• Research, monitor and analyse best international diplomatic practices on privileges and immunities, providing substantive input and recommending updates of current procedures and guidelines.

• Liaise and negotiate with Embassies and Consulates based in Italy, the Italian Ministry of Foreign Affairs and the Ministry of Interior on accreditation and issuance of appropriate visas and/or permits of stay for IFAD staff, their dependents and domestic helpers, and for IFAD staff out-posted to IFAD Country Offices.

• Establish and support an efficient and effective network system with Embassies, Consulates, UN organizations and local immigration authorities outside of Italy to facilitate the issue of visas for participants in non-Rome-based IFAD projects and events.

• Coordinate, organize and supervise the work of Visa Assistants to ensure that visa requests for official field missions are processed with minimum delay.

• Coordinate fruitful interaction with local Italian authorities; in particular the Ministries of Foreign Affairs, of Transport and of Finance; in relation to entitlements resulting from the IFAD headquarters agreement. This includes matriculation of cars, issue of diplomatic licence plates, approval of VAT exemptions as well as exchange of property, special permits to import vehicles and management of petrol coupons.

• Compile accurate data and provide analytics on visas, permits of stay, Laissez-Passer and vehicle entitlements for monitoring purposes, recommending improvements in procedures and processes where necessary.

• Support the design and content development of briefings and other documents related to privileges and immunities. Brief staff on privileges and immunities and clear separation documentation related to this area. Manage online systems related to the provision of administrative services; recommend improvements, updates and/or changes; draft Administrative Circulars and ensure that the relevant IFAD Manual(s) sections reflect approved amendments.

• Assist and replace the Administrative Officer, Privileges and Immunities during his/her absences or as necessary.

• Perform other related duties as required.
Education and Experience
• University degree in social studies, humanities, international relations or any related field.

• Minimum of 3 years of relevant post qualification experience in an international organization, preferably in the field of public relations; familiarity with U.N. privileges and immunities desirable

• Good knowledge of the general privileges and immunities policies and practices

• Ability to use effectively Microsoft Office basic software packages

• Knowledge of Enterprise Resource Planning (ERP) and customer tracking systems is an asset.
Tech/Functional Competencies
• Client-oriented service provider, empathetic and innovative who cultivates an environment of trust, collaboration and motivation with partners.

• Planner and organizer: prioritizes activities, respects deadlines and handles urgent requests in order to enable staff to carry out the organizational mandate. Sense of responsibility, commitment, discretion.

• Team worker builder: establishes good working relations of openness and trust, supports and cares for others and understands team purposes. Ability to work independently under minimum supervision. Team spirit, courtesy and tact, initiative, motivation to learn.

• Negotiator and effective communicator: who portrays competence, professional rigour and discretion; works with problem-solving attitude and clarifies situations by exploring others’ needs.

• Building relations and networking: excellent partnership and public relations skills; proven ability to effectively manage relationships both internal and external; excellent interpersonal skills and ability to establish and maintain effective working relationships in a multi-culture, multi-ethnic environment with sensitivity and respect for diversity
Communication
• Excellent written and verbal communication skills in English; including the ability to set out a coherent argument in presentations and group interactions

• Working knowledge of Italian is highly desirable

• Working knowledge of French and/or Spanish is an asset.
Other Information
Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge.

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. The application should be made through the online system only. PLEASE READ CAREFULLY the instructions in “How to Apply” before you start.

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.

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.


Associate Administrative Officer (Privileges & Immunities) P-2 - Administration Services Division