Organizational Setting

The Food and Agriculture Organization of the United Nations’ (FAO) Sub-regional Office for the Pacific (SAP) supports the following 14 member Pacific Island Countries (PICs): Cook Islands, Micronesia (the Federated States), Fiji, Kiribati, Marshall Islands, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. FAO SAP is responsible for developing, promoting, overseeing and implementing strategies with the member countries for addressing sub-regional agriculture, fisheries, food security, nutrition and rural development priorities and is a subsidiary of FAO’s Regional Office for Asia and the Pacific (RAP) which is based in Bangkok, Thailand.

FAO SAP operates multiple projects and programmes from various resource partners, in the above-mentioned countries. This position is to recruit a Programme Specialist who can provide technical and project management support to Better Environment module. The incumbent operates with minimal supervision and takes decisions on work priorities for dealing with cases in consultation with reporting manager. Supervision received is focused on the quality of work outputs. Under the Overall supervision of Subregional Coordinator for the Pacific Islands and direct supervision of Better Environment Module Leader and Forestry officer, the Programme Specialist will perform following task mentioned below:

Reporting Lines

The incumbent will be under the overall supervision of Subregional Coordinator for the Pacific Islands and direct supervision of Better Environment Module Leader and Forestry Officer.

Technical Focus 

The incumbent provides administrative and technical support across project management tasks, including assisting with report preparation, data compilation, financial and operational coordination, process improvements, and facilitating communication between teams and partners to ensure smooth programme execution and compliance with FAO guidelines.

Tasks and responsibilities

The incumbent will perform the following tasks and responsibilities:
General Project Management Support Activities 
•    Provide technical support to LTO/BE Module leader and Natural Resource Officer in the preparation of the technical reports and communications materials.
•    Respond to a variety of routine queries and provide clarifications on programme and project matters; inform management and team members of processes, procedures and time frames to secure administrative services needed for programme/project execution; initiate correspondence to verify data, obtain additional information when required.
•    Review data quality and maintain office records and reference files on various subjects; compile and synthesize data from various sources to support financial analyses on programme/project activities; generate periodic or ad hoc management reports.
•    Organize workshops, prepare technical supporting documents, or sending invitations letters, etc.
•    Review and make recommendations to improve current programme/project administration procedures and processes.
•    Review relevant documents and reports; identify problems and issues to be addressed and proposes corrective actions; liaise with relevant parties; identifies and tracks follow-up actions.
•    Provide support to prepare written outputs, e.g. drafts background papers, analyses, sections of reports and studies, inputs to publications, etc.
•    Prepare technical synthesis report and case studies by reviewing existing project documents and its achievements.
•    Coordinate actions related to timely field project completion/closure, including identification of project follow-up requirements.
•    Provide technical support in implementing MTR recommendations
•    Support the establishment and maintenance of partnerships with HQ units related to donor liaison, finance, procurement, legal matters, partnerships, and technical specialties as and when required.
•    Assist in coordinating communication with other FAO offices and UN Organizations, as well as relevant authorities and partners to obtain/exchange information and ensure coordination for FAO interventions.
•    Perform office duties as assigned by the reporting manager.

Specific Tasks
•    Ensure the sound operational and financial management of programme activities and provide support to LTO/ NRO / CTA / TA on FAO SAP service requests at the programme level
•    Coordinate the implementation of administrative actions of various GEF / GCF / TCP projects/programme, including the coordination of actions undertaken by administrative/operational staff, with a particular emphasis on harmonization of practices and capacity development.
•    Ensure proper planning and implementation of TCPs in Better Environment module under the guidance of LTO and liaise with TCP government nominated focal points on regular basis.
•    Support the sound management of any other trust fund projects and LOAs and ensure its closure with all appropriate inputs uploaded into the FAO Field Programme Management Information portals.
•    Ensure the relevant communication are published form all GEF / GCF / TCP projects and communication database are managed on regular basis.
•    Support the BE Module Leader and Natural Resource Officer with the preparation of meetings and other events and provides secretarial support where needed.
•    Provide support and ensure that Hand in Hand Initiative, investment plans are developed, and all arrangements made for country participation in HHI Initiative Forum.

FAO Standards and guidelines:

•    Liaison with OCC will be maintained, either directly or through an agreed focal point/coordinator, to ensure compliance with OCC standards, aligned messaging, and appropriate review and clearance processes.
•    All communication materials will follow FAO clearance processes and comply with FAO standards, including:
FAO Strategic Framework 2022-31: https://www.fao.org/strategic-framework/en
FAO social media policy and guidelines: https://www.fao.org/2/socialmedia
Social Media Branding Guidelines: https://openknowledge.fao.org/handle/20.500.14283/cb5044en
FAOSTYLE(https://openknowledge.fao.org/handle/20.500.14283/cb8081en
FAO terminology http://www.fao.org/faoterm
FAO Names Of Countries https://www.fao.org/nocs/en
Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff).
•    Further guidance regarding FAO communications, policies and procedures can be found through the FAO intranet, OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Bachelor university degree in a field Environment, Climate Change, Forestry, Agriculture, Natural Resource, Project Management / Business Management or a related field.
•    At least 3 years of relevant experience in project or programme management or a related field
•    Working knowledge (level C) in English.
•    National of Samoa or resident of the country with valid work permit.

FAO Core Competencies

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

Technical /Functional Skills

•    Excellent communication skills and the ability to work in a multi-disciplinary and multi-cultural team.
•    Work experience in more than one location or area of work, particularly in field positions is desirable;
•    Ability to translate complex and technical communications to a wide and varied audience, in a simple and concise manner,
•    Understanding of FAO policies and programmes is considered a strong asset
•    Extent and relevance of experience in the field of web publishing and social media networks as well as in developing and editing communication, promotional or technical materials,
•    Extent and relevance of experience in the preparation and dissemination of communication, promotional or technical materials