Organizational Setting

The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for agriculture (including livestock, forestry, fisheries, and aquaculture), food, and rural development, leading global efforts to achieve food security for all, defeat hunger, and promote sustainable natural resource use. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. Achieving food security for all is at the heart of FAO's efforts to make sure people have regular access to enough high-quality food to lead active and healthy lives.

FAO’s mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations, and contribute to the growth of the world economy. In line with this mandate, FAO country offices, headed by a FAO Representative, assist governments in developing policies, programmes, and projects to achieve food security, reduce hunger and malnutrition, promote the sustainable development of agriculture, fisheries, and forestry, and manage environmental and natural resources responsibly.

Reporting Lines

The Programme Assistant will work under the overall guidance of the FAO Representative and direct supervision of the Assistant FAO Representative (Programme) and in close consultation with the Programme and administration teams.

Technical Focus

Provide needful support for programme and project operations as envisioned in the Terms of Reference (TOR).

Tasks and responsibilities

The incumbent will carry out the following duties\:
• Monitor Programme and Project budgets, ensuring that funds are properly allocated and reported upon, and take corrective action if required; inform management of any budget issues that may require attention.
• Collect and prepare data and background information in the areas of FAO activities (agriculture, forestry, fisheries, rural / sustainable development) in accordance with instructions received; edit the information in appropriate format;
• Provide support to the preparation of technical programme work and travel plans; follow up the implementation of activities to ensure that they are carried out in line with the work and travel plans; review inputs, expenditures and time frames, liaising with supervisor for necessary action, as required.
• Enter data and other information into corporate databases, including the Programme Planning, Implementation, Reporting and Evaluation Support System (PIRES) and the Field Programme Management Information System (FPMIS); analyse and summarize data from various sources, including FAO corporate systems such as the Country Office Information Network (COIN), the Integrated Management Information System (iMIS), the Field Programme Management Information System (FPMIS), and country-specific databases.
• Collect and compile data to assist in determining the availability of funds under the FAO projects to support a variety of procurement requirements, before submission of requests for administrative processing, ensuring that budget charge codes are indicated on requests;
• Provide support to the preparation of draft Letters of Agreements (LoA) funded from FAO projects; ensure that required supporting documents are prepared;
• Assist in the monitoring of project budgets through regular review of transaction listing on a monthly basis (FPMIS, IMIS reports) to ensure timely management consideration and project delivery;
• Provide support to the organization of workshops/meetings and events funded from the FAO projects, as required;
• Based on approved travel plans, prepare travel authorization (TA) requests on behalf of supervisor and visiting missions or experts for local and international travels (through GRMS), as may be required, and follow up for timely approval; prepare payment requests for local travel advances; and follow up on of security clearance to allow for the timely submission of TAs;
• Obtain travel bookings from authorized travel agencies, following FAO travel guidelines on route and cabin class;
• Arrange for hotel bookings, as may be requested, for visiting missions or experts to Eritrea;
• Follow up the receipt of travel claims (international and local) from supervisor and submit TECs for processing; follow up receipt of back-to-office reports (BTOR) to support travel claims;
• Follow up the preparation and submission of technical support services claims for backstopping support provided by supervisor to projects; ensure that BTOR is prepared and submitted for the technical support service provided;
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations
• Ensure that Terms of Reference is received for the assignment and attached to all personnel processing requests;
• Prepare procurement requests for projects inputs (including workshop/meetings facilities and supplies) in GRMS, ensuring that specifications of goods or services are clearly defined on procurement requisition form, and submit to Administration (procurement office) for processing;
• Prepare various payment requests for goods and/or services received and submit to Administration (accounts payable office) for processing; ensure that complete and relevant supporting documents are attached;
• Prepare background materials, working papers and tables for briefings, review sessions and meetings;
• Maintain the files for tasks assigned (approved TAs, Purchase Orders, Contracts, BTOR, etc.);
• Make arrangements for meetings, seminars and events implement logistics, prepare meeting minutes, correspondences, compile and distribute documents, support in administrative arrangements.
• Draft correspondence, documents, reports, etc. related to assigned duties.
• Carry out other specific operational tasks for programme/ project implementation as requested.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Completion of secondary school education, preferably complemented by training or technical courses in programme/project support, administration, or data management.
• Four years of clerical and/or programme experience, including analysing, processing and editing of information and data and record keeping.
• UN experience is an advantage.
• Working knowledge (Proficient-level C) of English and Working knowledge of the local language of the country.
• Candidate should provide evidence of completion/exemption from National Services
• National of Eritrea.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Desirable Qualifications and Skills

• Tact, courtesy and ability to establish and maintain effective working relations with people of different national and cultural backgrounds.
• Good knowledge of the MS Office applications, Internet and office technology equipment.

ADDITIONAL INFORMATION