Organizational Setting

The main aim of the FAO country offices is to assist governments to help develop policies, programmes and projects in the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner in order to achieve food security and reduce hunger and malnutrition.

The EU-funded programme entitled “Support to Rural Entrepreneurship, Investment and Trade in Papua New Guinea” (EU-STREIT PNG) is implemented by the Food and Agriculture Organization of the United Nations (FAO) as the United Nations Joint Programme (UNJP), in collaboration with the Government of Papua New Guinea (PNG) and other partner agencies such as ILO, UNCDF, UNDP and ITU. The programme aims to promote sustainable agriculture and rural development, with a particular emphasis on improving the living conditions of rural communities, with a great emphasis on gender equality and youth inclusion.

“Support to Rural Entrepreneurship, Investment and Trade in Papua New Guinea”  (GoPNG)/United Nations Joint Programme (UNJP) Partnership funded by the European Union (EU). Implementation is led by FAO in cooperation with UNDP, UNCDF, ILO and ITU. The five-year Programme (2020-2025) will be implemented in the Provinces of East and West Sepik with the overall objective to increase sustainable and inclusive economic development of rural areas. The Programme will focus on the cocoa, vanilla and fishery (coastal, riverine and aquaculture) value chains with the specific objectives to: (i) increase economic returns from these value chains; and (ii) strengthen climate resilient and more efficient value chain enablers.

Reporting Lines

The National Office Assistant will work under the direct supervision of the Operations Officer and in overall supervision of Programme Coordinator for EU-STREIT Programme in the Papua New Guinea, and in close collaboration with the Programme Operations and Procurement units. The National Office Assistant may also work in close collaboration with FAO Country Office and other counterparts as required.

Technical Focus

The National Office Assistant will contribute to all procurement, travel and meeting/event managements in the EU-STREIT Programme.

Tasks and responsibilities

•    Provide all secretarial/clerical assistance and support to the Programme Coordinator and officers under EU-STREIT PNG programme as required;
•    Provide administrative and secretarial support to the EU-STREIT Office for the timely provision of the needed arrangements for travel, training, procurement and other assigned tasks.
•    Process and follow-up on procurement requests (PR submission in i-Procurement), receipt goods (GRMS Receipt) and other tasks required as a procurement initiator in close consultation with Operations Officer.
•    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications,
•    Schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors.
•    Record Travel arrangements in FAO systems (GRMS), submission of required clearances (UNDSS TRIP) if required, processing and follow-up on Local Travel Authotization (LTA) and the required settlements after missions (TEC);
•    Coordinate for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, review, etc., of drafted documents as required.
•    Support and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC) and other designated roles.
•    Submit e-requests in FAO ServiceNOW online dashboard as required.
•    Undertake any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements   

•    High school diploma in an Administrative related field;
•    At least 3 years or more in administrative, secretarial or clerical experience;
•    Working Knowledge of English;
•    National of Papua New Guinea.

FAO Core Competencies

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

Technical/Functional Skills 

•    Strong capability to administer secretarial/clerical assistance and support to the Programme Coordinator and officers under STREIT PNG programme as required.
•    Facilitate logistical arrangements for meetings, workshops, and related events as and when required; and
•    Excellent interpersonal relationship skills to ensure effective communication and coordination with other staff members.

Selection Criteria

•    Familiarity with UN procedures, rules and regulations would be considered an asset;
•    University degree (Bachelor’s degree) in an Administrative related field

ADDITIONAL INFORMATION