Organizational Setting

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.

FAO is a specialized agency of the United Nations that leads international efforts to defeat hunger and improve food security and nutrition. FAO’s goal is to achieve food security for all and ensure that people have regular access to sufficient, safe and nutritious food to lead active and healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide. FAO Country Offices, operating under overall corporate guidance and in line with the FAO Strategic Framework, provide policy advice and technical support to countries in FAO’s mandated areas. They work through partnerships, resource mobilization and active country programmes to deliver technical assistance, strengthen national capacities and provide core services, while fully observing international standards of accountability and results-based management. The offices deliver on national programmatic priorities as articulated in their respective Country Programming Frameworks (CPFs), aligned to the United Nations Sustainable Development Cooperation Framework (UNSDCF), and ensure effective and efficient operations with adequate human and financial resources.

In Papua New Guinea, FAO implements a portfolio of country-level Technical Cooperation Programme (TCP) projects that provide targeted, timely and demand-driven technical assistance to support national priorities in agriculture, food security, nutrition, livelihoods and sustainable agrifood systems. The TCP portfolio supports capacity development, evidence-based policy and programme formulation, stakeholder coordination, and the delivery of practical field-level interventions. TCP implementation is carried out under the overall leadership of the FAO Head of Office in Papua New Guinea and in close coordination with programme, operations and technical teams, ensuring strong project cycle management, alignment with national strategies and FAO corporate frameworks, effective partnerships, knowledge sharing and accountable use of resources.

Reporting Lines

The National Project Assistant will work under the overall supervision of the Head of Office for FAO Papua New Guinea and the direct supervision of the National Project Management Specialist, FAOPNG. The incumbent will work in close consultation and coordination with the Head of Programme, the Head of Administration, and other FAOPNG programme/project team members.

Technical Focus

The position focuses on providing programme and operational support for the planning, implementation, monitoring and closure of country-level Technical Cooperation Programme (TCP) projects in Papua New Guinea. This includes support to project coordination, organization of meetings and capacity development activities, preparation of operational and procurement documentation, monitoring of project inputs and budgets, and management of project information and documentation using FAO corporate systems.

Tasks and responsibilities

• Provide programme and operational assistance to the National Project Management Specialist and other FAOPNG team members in the implementation of country-level Technical Cooperation Programmes (TCPs), in alignment with the programme priorities, frameworks, and relevant strategies.
• Support the organization and coordination of meetings with relevant stakeholders for TCP implementation, including both in-person and virtual meetings.
• Support the facilitation and organization of workshops, training sessions, and related capacity-building activities under the TCPs.
• Assist in preparing letters of agreement (LOAs), procurement and delivery of project inputs;
• Follow-up on the execution of studies commissioned by the TCPs;
• Prepare background materials, working papers, tables, and other supporting documents for briefings, review sessions, and meetings; take and circulate meeting minutes as required.
• Draft, dispatch, and track official correspondence (letters, emails, etc.) as requested, and maintain organized filing systems for technical, project, and administrative documentation.
• Facilitate knowledge management and dissemination of information among FAO team members and partners;
• Assist in preparation of briefs, speeches, presentations, reports, and public information materials related to the Project;
• Contribute to development and production of outreach communication materials, including social medias, to promote and enhance visibility of the Project, FAO, and its donor;
• Manage the systematic saving, organization, and retrieval of information and documents on SharePoint and other corporate platforms.
• Prepare and compile required documentation for missions conducted under TCPs.
• Support the preparation of concept notes, project documents, draft briefs, procurement plans, and recruitment plans, ensuring accurate and timely entry of required information in FPMIS.
• Assist TCP project cycle processes, including preparation of operational documentation such as Operational Clearance Forms, as well as monitoring of project implementation.
• Support the closure of TCPs by preparing and processing required documentation, including terminal reports, Operational Closure and Financial Closure Forms.
• Perform basic monitoring of project budgets via corporate information platforms, identify and report inconsistencies.
• Work closely with TCP Project Managers to provide administrative support when needed.
• Perform any other related duties as required.

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

• High school diploma in business administration, public administration, management, finance, or a relevant field.
• At least three (3) years of relevant experience in programme or project administrative support, operations, or coordination, preferably in support of technical cooperation or development projects.
• Working knowledge (proficient Level C) 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

• Work experience in more than one location or area of work related to project support function.
• Extent and relevance of experience in providing programme and operational support to development or technical cooperation projects, including coordination of meetings, workshops and capacity-building activities.
• Extent and relevance of experience in preparing and processing operational documentation (e.g. letters of agreement, procurement-related documentation, mission files, operational clearance, project reporting and closure documentation).
• Familiarity with FAO or other UN corporate systems and platforms (e.g. FPMIS, SharePoint or similar document management and project management systems), and standard office software.

ADDITIONAL INFORMATION