Organizational Setting

The Plant Production and Protection Division (NSP) enables the transition to MORE efficient, inclusive, resilient, and sustainable plant production and protection through optimization and minimization. This requires the integration and harmonization of all appropriate crop production policies and practices to increase production in a sustainable manner and to eradicate hunger while preserving the natural resources and environment for future use.

The post is located at FAO headquarters in Rome, Italy in the Pest and Pesticide Management team (NSPCD), one of the six teams that make up NSP. The Team provides advice and guidance on integrated pest management (IPM) for sustainable crop production and protection, and pesticide management in the contexts of the implementations of the International Code of Conduct on Pesticide Management, the Kunming-Montreal Global Biodiversity Framework, and other international agreements.

Main Purpose

The Programme Assistant is responsible for the coordination of specialized and complex processes and activities in support of the delivery of the division’s work programme, planning and budgeting activities. He/she provides procedural guidance to managers and staff in the division.

Supervision Received/Exercised

The Programme Assistant works under the direct supervision of the Senior Agricultural Officer/Team Leader NSPCD. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other programme support staff.

Working Relationships

The Programme Assistant works closely with a wide range of colleagues in the division and with client divisions/offices, ensuring the consistency and quality of programme/ project support services provided by the division.

Key Functions/Results

•    Monitor both Regular Programme and Projects 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.
•    Provide support to budget holders in the preparation of the Periodic Budgetary Reports (PBR), the biennial Programme of Work and Budget (PWB) and related work plans for the division.
•    Prepare projects’ budget revisions in consultation with budget holders.
•    Respond to a variety of routine queries and provide clarifications on programme and project matters; inform management and team members of processes, procedures and timeframes to secure administrative services needed for programme/project execution; initiate correspondence to verify data, obtain additional information on transactions and budgetary matters.
•    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.
•    Coordinate the full array of administrative and financial actions related to staff management, non-staff support, travel, payments, and procurement.
•    Provide procedural guidance to Programme Assistants (G-4 level) and other staff in the work unit.
•    Review and make recommendations to improve current programme/ projects administration procedures and processes.
•    Perform other functions as required.

Impact Of Work

The incumbent’s work impacts directly on the smooth operations and performance of the division’s programme/ project activities. He/ she plays a lead role in the provision of programme support services for successful achievement of the organizational unit’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education
Experience: Four years of relevant experience in the provision of programme/projects support services
Languages: Working knowledge (proficient – level C) of English
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment
Competencies

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

Technical Skills

•    Very good knowledge of corporate information systems
•    Very good knowledge of programme and budget processes and procedures
•    Very good knowledge of common administrative and financial rules and regulations
•    Very good knowledge of communication and documentation standards

Desirable Qualifications And Skills

•    Very good knowledge of the project lifecycle.
•    Ability to plan, organize work and establish priorities.
•    Capacity to provide guidance to junior staff.
•    Working knowledge (proficient – level C) or limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
•    Experience in communications issues and using the Publications Workflow System (PWS).
•    Experience in the organization of large meetings.