Evaluation Assistant

<!–

Description

–>

• Monitoring of consultant contracts. This entails assisting in drafting terms of reference and collecting all required background documentation for preparation of all different types of consultancy contracts, including liaising with concerned parties both in-house and externally. 
• Perform all administrative actions for the recruitment of consultants according to different types of contracts, ensuring appliance with IFAD rules and regulations as per the HR Manual and guidelines. Brief the consultants on related provisions thereof.
• Provide consultants with required background information and assist with administrative and logistical matters. 
• Guide consultants with regard to the application of IOE rules on formatting evaluation reports.
• Organize office space and computer facilities for both team leaders’ and team members’ visits to IFAD headquarters and enter information in the IOE online calendar.

• Undertake work in the overall organization, including documentation research and preparation, administration and logistical arrangements for evaluation workshops and other events.
• Under supervisors’ guidance, draft, prepare and update all documentation such as budget proposal, meeting agenda, PowerPoint presentations, list of mission/workshop participants, minutes and other relevant documents as necessary.
• Based on experience, retrieve, select and prepare mission/events documentation and briefing kits for participants and supervisor.
• Liaise with the relevant parties regarding the production of notepads, bags, badges and other communication matters related to the organization of national workshops and other events. 
• Participate in selected events as required.
• Assist supervisor in preparing key mission and workshop documentation and maintaining budget.

• Assemble, format and proofread evaluation products to ensure conformity of language and document style with IFAD and IOE standard formats and templates.
• Format IOE documents in the corresponding template for presentation to the Evaluation Committee (EC). Liaise with the Secretary’s Office with regard to the finalization and distribution of the document to the EC.
• Manage and coordinate all aspects of translation, publication and dissemination of final evaluation products. 

• Under close supervision of supervisor prepare initial draft of budget proposals for various types of evaluations in line with the requirements of the evaluation process and costs as per IFAD liability for approval by Director IOE. 
• Input and budget check all commitments transactions and receipts in PeopleSoft against various funding sources.
• Track and monitor all budget related issues by evaluation and funding source. Prepare periodical financial reports ensuring that overall evaluation budget is up to date. Prepare final overall budget status report of evaluations by running budget reports in oracle.
• Liaise with the IFAD Financial Controller’s Division, as required.

• Develop evaluation road maps.
• Track and monitor evaluation deliverables and timeframes. Take appropriate action.
• Handle routine matters on behalf of supervisor and follow up on status of evaluations, relevant correspondence and administrative matters according to the divisional work programme and established timeframes.
• Manage all meeting arrangements and administrative matters related to supervisor’s official travel.

• Retrieve data from various sources and present the same in a clear and user-friendly manner for insertion/utilization in the evaluation report.
• Retrieve and assemble (e.g. in the form of a bibliography) IFAD documents, government policies and strategies, and documents of other international development organizations as background documentation for selected evaluations.
• Collect and present documentation and information on IFAD policies and processes, country strategies and operations required for the undertaking of evaluations and for the preparation of supervisor’s travel briefing kits.
• Provide written and oral comments on selected documents/reports as requested.

• Gather the information and all the related documents for the development of a dedicated website for selected evaluations. Write text on concerned evaluation. Ensure website is up to date and contains all relevant information for both internal and external audiences.
• Respond to various queries, liaise and communicate directly with consultants and other external parties regarding both evaluation issues and contractual issues; including with the corresponding divisions at headquarters. 
• Act as focal point for all enquiries on evaluation activities that do not require the supervisor’s involvement. 
• Communicate and coordinate with the relevant parties in the countries regarding meeting arrangements, required documentation and logistic arrangements of the evaluation mission and workshops/events.
• Draft, on general instructions, in final format internal and external correspondence.
• Participate in the national roundtable workshops, providing support to IOE staff, and other participants.

• Participate proactively in team activities and openly share relevant information.
• Establish working relations of openness and trust.
• Work effectively with colleagues at all levels in a collegial and independent manner.
• Understand overall divisional objectives and provide support to achieve common goals.
• Perform other related duties as required by the LEO

• Strategic thinking and organizational development: Personal influence
• Demonstrating Leadership: Personal leadership and attitude to change
• Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
• Focusing on clients: Focuses on clients
• Problem solving and decision making: Demonstrates sound problem solving and decision making ability
• Managing time, resources and information: Manages own time, information and resources effectively
• Team Work: Contributes effectively to the team 
• Communicating and negotiating: Communicates effectively, creates understanding between self and others
• Building relationships and partnerships: Builds and maintains effective working relationships

• Proficiency in MS Office: Excel, Word, PowerPoint, Outlook. Proficiency in corporate electronic databases and systems would be an asset.
• Ability to handle a large volume of work accurately under time pressure.
• Ability to deal patiently and tactfully with visitors.
• Ability to handle confidential information with discretion.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

• Secondary school education is required.

• At least three (3) years of secretarial and/or administrative support experience; each employment record of the Personal History Form should contain a detailed description of the administrative duties performed.

• Proficiency in English language is required. Working knowledge of any other IFAD official language (Arabic, French and Spanish) would be a distinctive asset.

<!—

<!–

–>