Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The post is located in the Programme Support Unit of the Office of the Deputy Directors-General (PBSU-B) at FAO headquarters, 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 office’s work programme, planning and budgeting activities. He/she provides procedural guidance to managers and staff in the office.

Supervision Received/Exercised

The Programme Assistant works under the general supervision of the Programme Support Officer. The incumbent operates independently and takes decisions on work priorities and exercises initiative. Supervision received is focused on the quality of work output. He/she provides guidance and advice to programme support staff in the office.

Working Relationships

The Programme Assistant works closely with a wide range of colleagues across the Organization, ensuring the consistency and quality of programme/ project support services provided by the office.

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 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 Programme Assistants 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 office’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 (full proficiency – level C) of English.
IT Skills: Good knowledge of the 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

•    Working knowledge (full proficiency – level C) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
•    Experience in corporate processes such as Enterprise Risk Management (ERM), Data Protection (DP) and Business Continuity Plan (BCP) would be considered an asset.