Programme Assistant

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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

Organizational Setting

The position is located in the Programme Support Unit attached to the Office of DDG-B (DDSB) that provides support to the divisions/offices reporting to DDG-B.

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 the Programme Support Officer and receives guidance from the Programme Associate. 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 departments/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.

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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 (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).

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

Desirable Qualifications And Skills

• Working knowledge of another FAO language

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