Chief, Documents and Language Services – P5  

Organizational Setting

This position is also included in the pool of positions made available to IFAD staff members in the context of the 2024 reassignment exercise. Priority will be given to internal staff in reassignment who are deemed appointable for positions at the same grade level.

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 of IFAD (SEC) is composed of the Front Office, Documents and Languages Services (DLS), Governing Bodies Services (GBS), and the Conference and Meetings Services (CMS). The corresponding units 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 Office of the Secretary of IFAD is responsible for the effective and efficient planning and organization of IFAD’s Governing Body meetings as well as for establishing, building and effectively maintaining relations with IFAD’s Member States and their representatives to the Governing Bodies. Documents and Language Services is responsible for all aspects related to documents editing and management, language services delivery and the implementation of relevant language tools and innovations. Specifically DLS ensures the provision of editing, translation and terminology in IFAD’s four official languages (Arabic, English, French and Spanish), and, on request, the provision of language processing and interpretation of non-official languages, including sign language interpretation. It also sets the linguistic standards for the organization, and establishes and periodically revises editorial and translation policies and procedures for official documentation. In addition, the team is engaged in maintaining a state-of-the-art knowledge base of linguistic expertise in all official languages to ensure high-quality and cost-effective services. The team is also actively engaged in the identification, implementation and management of new digital tools to support language serives delivery, including computer translation and technology tools.

The Chief, Documents and Language Services (DLS) works under the direct supervision of the Secretary of IFAD.
 

Job Role

The incumbent has the principal responsibility to lead the delivery of highest editorial and liguistics standards of all IFAD documentation and related language services including editing, translation terminology and interpretation. They are also responsible for the overall planning of all aspects related to documentation to  servicing of formal and informal meetings of IFAD’s Governing Bodies and for leading and directing the team of language professionals and assistants working in the four official languages of IFAD: Arabic, English, French and Spanish. They will also be responsible for identifying, implementing and managing the use new digital tools to support language services delivery, including computer translation and technology tools, while assuring quality output within a restricted financial envelope.

Key Functions and Results

1. STRATEGIC PLANNING AND KNOWLEDGE MANAGEMENT: The Chief, Documents and Language Services will

(a) ensure DLS acts as a proactive unit in the identification and implementation of strategic changes, building the reputation and image of a strategic and innovative partner;

(b) be responsible for monitoring ongoing practices and designing, developing and executing changes in DLS in line with IFAD’s evolving corporate strategies and market best practices;

(c) provide guidance and consultation to the Director to ensure changes in DLS are part of an overall SEC strategy and activities;

(d) conduct analysis to assess the impact of change in DLS;

(e) identify areas of high and low results through data analytics, proper benchmarking against other IFIs and International organizations.

The Chief, Documents and Language Services is responsible for facilitating the exchange and dissemination of information relevant to IFAD’s work and mandate. They coordinate and support the implementation of these activities for users and clients, both internal and external, by organizing and managing editorial and language serives to issue documents in the four IFAD official languages, i.e. Arabic, English, French and Spanish. They play a key role in the exchange of information between IFAD and Member States with regard to IFAD’s commitment to multiligualism by ensuring the highest degree of efficiency and effectiveness in the delievery and management of documents and language services. 

2. GOVERNANCE AND MANAGEMENT OF DOCUMENTS AND LANGUAGE SERVICES: The Chief, Documents and Language Services has the principal responsibility for all aspects related to documents editing and management, language services delivery and the implementation of relevant language tools and innovations to service formal and informal meetings of IFAD’s governing bodies and for directing and leading DLS. This includes, but is not limited to:

(a) Analyse, modify and update role, responsibilities and activities of the unit ensuring alignment of DLS with IFAD’s evolving corporate strategic objective;

(b) mainstream and implement changes in DLS;

(c) Identify, catalyse and lead future changes initiatives in DLS;

(d) Lead and manage DLS, ensuring top performance, maximum efficiency and cost-effectiveness;

(e) Develop the work programme of these units, including  the detailed  assignment  and review of priorities. Manage the implementation of all change and development-related plans agreed for the units; review, refine and amend these plans as necessary;

(f) Ensure that suitable candidates are identified and tested as viable external collaborators.  Build and develop virtual teams of language staff at all levels;

(g) Set standards and establish quality assurance mechanisms fully utilizing the skills and roles of the language staff. Develop and monitor the effectiveness of operational procedures, ensuring that standards of efficiency, quality and timeliness are maintained in the execution of activities undertaken;

(h) Drive forward the development of information technology. Identify and incorporate changes to current work methods to better address workload demands;

(i) Develop  a strong professional relationship with colleagues inside and outside the Organization;

(j) Develop and strengthen technical collaboration, exchange of experience and methodological approaches with other United Nations agencies and intergovernmental organizations;

(k) Keep under constant review the need for change and development of DLS, making recommendations for, and managing the implementation of, improvements as appropriate. 

3. MANAGEMENT AND IMPLEMENTATION OF NEW DIGITAL TOOLS TO SUPPORT LANGUAGE SERVICES DELIVERY, INCLUDING COMUTER-ASSISTED TRANSLATION AND TECHNOLOGY TOOLS: The Chief, Documents and Language Services (DLS) keeps abrest of developments in new digital tools to support language services delivery and identfies and manages the implementation of new digital tools to ensure high-quality and cost-effective language services delivery.

4. REPORTING AND INFORMATION MANAGEMENT: The Chief, Documents and Language Services, supports the Director in monitoring the Divisional Management Plan, the Divisional Mid-Term Plan and the budgetary resources under their purview.  They also perform other monitoring and reporting activities to enhance the Division’s performance and facilitate the strategic decision-making process. This includes but is not limited to:

(a) Identify areas of high and low results through data analytics, proper benchmarking against other IFIs and International organizations;

(b) Outline a roadmap for the short- and long–term management of activities and changes, related to IFAD’s documents and language services;

(c) Monitor and report on divisional and  corporate  key  performance  indicators,  analysing  trends, identifying changes required, mitigating actions to be taken and making strategic recommendations;

(d) Develop the annual budget for DLS and manage the effective use of the funds allocated;

(e) Proactively support the Secretary of IFAD in strategic planning and oversight activities and resource allocation analysis;

(f) Liaise with  documents and language services of siste organizations and IFIs with a view to identifying  best  practices  and  opportunities for streamlining and enhancing  efficiency and effectiveness of the services. 

5. MANAGERIAL FUNCTIONS: The Chief, Documents and Language Services is accountable for integrity, transparency, and equity in the management of IFAD resources and assumes management responsibility for the operations of Documents and Language Services in terms of human and financial resources, ensuring conformity with defined outcomes and objectives. This includes

(a) People management through recruitment, performance and career management of staff while meeting the needs of IFAD. Lead, manage and motivate staff, evaluating performance, mentoring, coaching and ensuring professional development and that staff members’ competencies are developed. Oversee and ensure the use of human resources; assess their adequacy; and recommend changes, if and as required, to the Secretary of IFAD.

(b) Resource management by  providing strategic and  technical advice and  ensuring that  best  practices  are continuously identified, documented and made available to colleagues.

(c) Information technology management by leveraging process management functionality for improved business results, simplification of transaction and reporting processes and improved client service.

Key Performance Indicators

The impact of this role is both conceptual and managerial. The actions of the incumbent include delivering results that affect a core corporate services to IFAD’s governing bodies and are  crucial to IFAD as a whole. Their actions are recognized throughout the organization and establish corporate standards.

The key performance indicators for incumbent includes leadership in analysis and development of these services, strategic recommendations of a managerial nature and decisions on major operational questions concerning the approach to the delivery of the services provided by DLS.

Working Relationships

The incumbent is focused on serving as a credible and innovating voice in the Fund providing authoritative technical expertise and recommendations on the delivery of core corporate services. They are required to liaise regularly with specialized networks of IFIs and UN organizations at the global level (including RBAs) and international associations representing interpreters and language services providers for updates, sharing of knowledge and expertise and negotiations on working and contractual conditions.

Job Profile Requirements

Organizational Competencies – Level 2

•    Strategic thinking and organizational development: Strategic leadership
•    Demonstrating Leadership: Leads by example; initiates and supports change
•    Learning, sharing knowledge and innovating: Challenges, innovates and contributes to a learning culture
•    Focusing on clients: Contributes to a client-focused culture
•    Problem solving and decision making: Solves complex problems and makes decisions that have wider corporate impact
•    Managing time, resources and information: Coordinates wider use of time, information and/or resources
•    Team Work: Fosters a cohesive team environment
•    Communicating and negotiating: Acquires and uses a wide range of communication styles and skills
•    Building relationships and partnerships: Builds and maintains strategic partnerships internally and externally
•    Managing performance and developing staff: Manages staff and teams effectively

Education: 

•    Level – Advanced university degree from an accredited institution in a technically relevant area. The advanced university degree may be substituted by a relevant first university degree and a specialized professional certification (e.g., membership in AITC or AIIC).

Areas – Linguistics, communications, language studies, business or public administration, social sciences or related fields

Degree must be an accredited institution listed on https://www.whed.net/home.php .

Work experience: 

•    At least ten (10) years of progressively responsible professional experience.
•    Three (3) years experience in leading  management operations in a multi-lateral development bank or international financial institution, investment bank or United Nations organization providing support on a global scope;
•    Position-specific experience:  Professional experience in managing support to Governing Bodies, with a particular focus of organizing documentation for multilateral meetings, conference and seminars, and in language services. Proven experience in planning, managing human and financial resources as well as organizational change. Knowledge of Computer-Assisted-Translation tools and other related technologies is highly desirable.
•    Experience in handling multiple tasks with tight deadlines and often changing/conflicting priorities
•    Proven negotiation skills with different clients and within different contexts 
•    Experience with technological tools related to Language Services 

Languages: 

•    Required English (4 – Excellent) 
•    Desirable: French, Spanish, or Arabic (3 – Good) 
•    Position-specific requirement: •    

Skills: 
Job role specific 

•    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; 4
•    Languages,  Strong technical know-how and professional expertise related to Arabic, English, French, Spanish translation of official written documents and correspondence on a wide variety of topics, accurately, consistently and faithfully to the spirit of the original meaning and style; 4 
•    Conferences management, Know-how in conference management, including optimal utilization of human and physical resources; 4
•    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; 4
•    IFAD governance & mandate: In depth knowledge of IFAD`s governance structure, mandate, strategic priorities and technical work; 3 
•    Political acumen, Ability to conduct sound political analysis and understand complex environments, providing options and advice 4;
•    Change management, Role modelling, anticipation of key risks and conflicts and formulation of contingency plans/solutions, action-oriented 4; 
•    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.);4 
•    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 4;
•    Policy dialogue, Know-how in the representation of IFAD as a trusted and strategic partner; effective consultations with IFAD counterparts – line ministries and governmental bodies at all administrative levels, donors, civil society 4;
•    Confidentiality and 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 4; 
•    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; 4        
•    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;  (e.g. reputational) 4; 
•    Programme/Project development, management, Know-how in Programme/Project development, implementation, management 4
•    Written communication: Clear, succinct and convincing written communication in the language neededfor specific role; highly professional, balanced and diplomatic language (e.g. for drafting of position papers, briefings, etc.);4
•    Verbal communication, Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language; 4.
 

Other Information

This position is also included in the pool of positions made available to IFAD staff members in the context of the 2024 reassignment exercise. Priority will be given to internal staff in reassignment who are deemed appointable for positions at the same grade level.

Applicants should note that 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.https://webapps.ifad.org/members/eb/134/docs/EB-2021-134-R-9.pdf ; https://www.ifad.org/documents/38711624/42415556/SEA_e_web.pdf/85275c4d-8e3f-4df0-9ed8-cebaacfab128?t=1611326846000

In accordance with IFAD’s 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 IFAD’s remuneration package, please visit IFAD’s compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements.  See here. 

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 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.

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