International fund for agricultural development ifad 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. The Conference and Meetings Services (CMS) workstream provides administrative and organisational conference services to support the effective planning and delivery of IFAD's governing body meetings and related in-person and virtual events, both at headquarters, in decentralised locations and for off-site meetings. The position is located in SEC Division and the incumbent works under the overall strategic, policy and management guidance and the direct supervision of the Secretary of IFAD and Director of the Office of the Secretary. Job Role The Conference and Meetings Services Officer is accountable for the end-to-end planning, coordination and delivery of IFAD's major statutory and governance-related meetings, including the Executive Board, Governing Council and related subsidiary body sessions. The incumbent ensures the smooth functioning of the Conference and Meetings Services (CMS) workstream by providing both strategic and operational leadership for in-person, hybrid and virtual meetings, while supervising the CMS team and managing associated budgets. The CMS Officer drives continuous improvement to enhance quality, efficiency and cost-effectiveness, ensuring high standards and strict adherence to deadlines through the integration of innovative meeting technologies, including AI-based tools. Key Functions and Results MEETINGS PLANNING AND COORDINATION: The CMS Officer manages and carries responsibility for the end-to-end coordination of IFAD's statutory and high-level meetings overseeing the entire process from initial planning through execution to post-event reporting. Key accountabilities include: - Develop and implement planning strategies for the effective organization of the Governing Council, Executive Board, and subsidiary body sessions, ensuring alignment with IFAD's governance calendar and responsiveness to Member State expectations. - Coordinate closely with relevant Divisions and Departments to ensure timely scheduling, logistical arrangements, and the preparation and submission of official documentation in accordance with established procedures and deadlines. - In close collaboration with the Department of Country Operations (DCO) and relevant CMS staff, plan and organize the Annual Executive Board Country Visit, ensuring coherence with governance priorities, logistical feasibility, and Member State engagement. - Conduct comprehensive risk assessments and develop mitigation strategies and contingency plans to minimize impact on meeting deliverables. - Ensure compliance with UN protocols, accessibility standards, and sustainability principles for all events. - Monitor and evaluate the meeting planning process to identify areas for improvement. RESOURCE PLANNING AND MANAGEMENT: The CMS Officer ensures the smooth functioning of the CMS team through effective supervision, strategic planning and resource oversight. This involves the optimal management of human and financial resources to support the delivery of high-quality meetings and events. - Provide leadership and guidance to CMS staff, including work planning, performance evaluation, and support for continuous learning and professional development. - Manage the CMS budget, including forecasting expenditures, approving allocations, and ensuring compliance with IFAD financial regulations. Identify opportunities for cost efficiency and report on financial outcomes. - Manage contracts and procurement processes for interpretation, venue hire, and technology services, in adherence to IFAD rules and the UNCEB-AIIC Agreement. - Ensure the availability of technical support and the implementation of accessibility measures to promote inclusive participation in all meeting formats. - Promote innovative approaches to streamline conference services operations, including the development, implementation, and regular updating of standard operating procedures (SOPs) and guidelines for conference and event management. INTERPRETATION AND STAKEHOLDER COORDINATION: By fostering collaboration with internal and external partners, the CMS Officer ensures inclusive participation and language parity across Governing Body (GB) meetings by fostering collaboration with both internal and external partners. - Provide oversight and strategic guidance to CMS staff responsible for day-to-day coordination of interpretation services, intervening as needed to ensure quality, consistency, and compliance with UN standards. - Coordinate with CMS staff to align interpretation and meeting-related activities with Rome-Based Agencies (FAO, WFP), including calendar synchronization, resource-sharing, and organization of joint events. - Serve as primary contact for Member State delegates, addressing logistical inquiries and ensuring timely dissemination of meeting materials. - Support the Secretary of IFAD in chairing the GCCG and organizing the Governing Council, ensuring procedural coherence and effective coordination. INNOVATION AND SYSTEMS MANAGEMENT: Through analysis of best practices and integration of new technologies, the CMS Officer drives continuous improvement in meeting services. - Pilot AI-enhanced tools (e.g., real-time speech-to-text, automated analytics) to streamline the quality and efficiency of conference services and delegate management. - Benchmark UN system innovations and adapt solutions to enhance IFAD's meeting efficiency and inclusivity. - Maintain repositories of guidelines for hybrid meetings, interpreter contracting, and accessibility compliance. MANAGERIAL FUNCTIONS: The CMS Officer is accountable for integrity, transparency and equity in managing all assigned IFAD resources, including direct supervision of CMS staff, responsible allocation of equipment and meeting supplies, and rigorous financial oversight of the CMS budget in full compliance with organizational regulations. Key Performance Indicators The work requires strategic planning, operational leadership, and innovation in the delivery of high-level meetings within a multilateral context. - Coordinates complex governance meetings involving diverse internal and external stakeholders, including Member States and senior leadership. - Ensures timely, cost-effective, and high-quality delivery of in-person, hybrid, and virtual events. - Manages financial resources and contracts in compliance with institutional rules and cost-efficiency targets. - Delivers measurable results through participant satisfaction, process improvements, and accurate post-event reporting. Working Relationships Officers at this level are responsible for the efficient delivery of specialized and complex processes, requiring close collaboration with senior colleagues, client departments, and cross-functional teams. These working relationships are critical to ensuring that service standards are met, deadlines respected, and activities implemented in line with established policies and procedures. Internally, the incumbent coordinates with staff at all levels to align operational planning, ensure consistency in the application of protocols, and support the delivery of high-quality conference services. Externally, the incumbent maintains regular contact with interpreters, vendors, and service providers, as well as with national and international stakeholders. The role frequently involves engagement with high-level representatives and delegates, including Member State representatives, to facilitate participation and ensure the smooth organization of statutory and high-level meetings. The incumbent also liaises with counterparts in other United Nations entities and international financial institutions (IFIs), with particular attention to the Rome-Based Agencies (FAO and WFP), to exchange best practices, explore opportunities for collaboration, and coordinate joint initiatives or shared services. These interactions require tact, cultural sensitivity, and strong communication skills to foster effective and cooperative partnerships. The incumbent contributes to strengthening internal coordination, streamlining procedures, and supporting inter-agency engagement in alignment with IFAD's strategic objectives and commitments to multilateral cooperation. Job Profile Requirements Organizational Competencies: Level 1: - Building relationships and partnerships - Builds and maintains effective working relationships - Communicating and negotiating - Communicates effectively, creates understanding between self and others - Demonstrating leadership - Personal leadership and attitude to change - Focusing on clients - Focuses on clients - Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge &, innovates - Managing performance and developing staff - - Managing time, resources and information - Manages own time, information and resources effectively - Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability - Strategic thinking and organizational development - Personal influence - Team working - Contributes effectively to the team Education: - Level - 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. - Areas: Communication, International Relations, Conference Management or related fields. Degree must be from an accredited institution listed on https://www.whed.net/home.php Experience: - At least five years (5) years of progressively responsible experience in international conference management, including at least three (3) years in the UN, IFI system or comparable international organizations Languages: - Required: English (4 - Excellent) - Desirable: French, Spanish, or Arabic (3 - Good) Skills: - Budgeting, resource management: Know-how in budget administration and accounting, resource allocation and planning at divisional level - IFAD governance &, mandate: In depth knowledge of IFAD`s governance structure, mandate, strategic priorities and technical work - UN and IFI documentation &, processes: Knowledge of the relevant policies, rules, regulations and guidelines on document processing and distribution within the UN and other IFIs - 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 - 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.) - 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 - 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 - Leadership: Group thought leader, sought out by others and providing mentorship and effective guidance to others, Ability to build trust, inside and outside the organization by acting as a role model for IFAD's core values and competencies, and to provide a clear sense of direction, mentorship and effective guidance to the team, strategizing the IFAD's goals, giving the vision, empowering the team and ensuring a positive environment for all. - Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies - 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 - Strategic mindset: Proactive, ongoing identification of strategic opportunities, potential synergies and partnerships - Verbal communication: Clear, succinct and convincing verbal communication, highly professional, balanced and diplomatic language - 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.) - Innovation and Digital Solutions: Demonstrated ability to apply innovative thinking to improve business processes, streamline conference and meetings services, and enhance operational efficiency 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 Diversity, Equity and Inclusion (DEI) Strategy and the Policy to prevent and respond to sexual harassment, sexual exploitation and abuse. 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 IFADs 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 IFADs remuneration package, please visit IFADs compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and vantaggi entitlements. See here. 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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