ABOUT THE COMPANY:

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With over 194 member states, FAO works in over 130 countries worldwide. We believe that everyone can play a part in ending hunger.

JOB SUMMARY

Organizational Setting

The Infrastructure and Facilities Management Service (CSLI) within the Logistics Services Division (CSL) is responsible for the maintenance of the headquarters premises and for providing services to FAO employees. CSLI also assists FAO Decentralized Offices in facilities maintenance, technical projects, infrastructure activities and technically innovative systems to reduce their carbon footprint. Furthermore, it promotes the implementation of the Corporate Environmental Responsibility Strategy within headquarters and Decentralized Offices.

The post is located in the Facilities Management Service (CSLI) within the Logistics Services Division at FAO headquarters in Rome, Italy.

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 general supervision of one or more professional staff and receives guidance from the Programme Officer. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work output. 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 offices, ensuring the consistency and quality of programme/project support services provided by the division.

Key Functions/Results

•    Monitor both Regular 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.
•    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 as needed.
•    Prepare project 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 junior Programme Assistants and other staff in the work unit.
•    Review and make recommendations to improve current programme/project 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 MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

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    

•    Experience in contract management support and preparation of expression of Interest/tender documentation in compliance with the Organization’s procurement rules and procedures.
•    Experience in invoice monitoring and processing.
•    Good knowledge of corporate cost recovery mechanisms and revenue flows.
•    Limited knowledge (intermediate – level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).
•    Working knowledge (proficient – level C) of Italian.

How to Apply
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Step 2: Click the APPLY FOR JOB button at the end of this job advert.
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Good luck!