Organizational Setting

This position is located in FAO Representation to Lesotho, based in Maseru. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural , fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

 

Reporting Lines

The Programme Assistant will work under the overall supervision of the FAO Representative in Lesotho and direct supervision of Assistant FAOR (programme).

 

Technical Focus

The Programme Assistant will provide information and operational support for programmes and projects of the FAO Representation in Lesotho. 

 

Tasks and responsibilities

•    Assist with timecard preparation of national and international consultants; 
•    Assist in arranging programmes/appointments for consultants and staff as appropriate;
•    Type a wide variety of materials from drafts and printed texts, proof-read for corrections, and ensure documents conform to professional presentational standards;
•    In line with the revised Project Cycle, assist in ensuring that data concerning the office’s field programme portfolio is up-to-date in the Field Programme Management Information System (FPMIS), with relevant project documentation uploaded as appropriate, including budget revision;
•    Provide support to the preparation of technical programme work and travel plans; follow up the implementation of activities to ensure that they are carried out in line with the work and travel plans; review inputs, expenditures and time frames, liaising with supervisor for necessary action, as required;
•    Manage and regularly update the programme electronic and hard copy files and archives,
•    Manage project internal and external correspondences;
•    Draft non-substantive correspondence;
•    Take notes at meetings, prepare and  distribute minutes;
•    Follow up on airline reservations and make road transportation arrangements, ensuring that officers are presented with all reasonable options with regard to cost, routes and timing;
•    Prepare local travel authorizations on instruction from assigned technical officers, ensuring completeness and that all required documents are attached, notably TOR and supervisor concurrence where required;
•    Ensure that transportation arrangements to and from airport are made, where required;
•    Ensure timely receipt of air tickets, and, where possible, verify their contents with respect to itinerary requested and flight status;
•    Prepare payment requests for travel advances, as specified in the underlying travel authorization;
•    Expedite Travel Expense Claims, ensuring all relevant documents are attached.
•    Assist the responsible officer in developing an overall plan and organization of meetings, workshops and training, as well as a checklist for its logistics;
•    Raise Purchase Requisitions upon request of the designated technical officers and according to the procurement plan
•    Participate in the programme planning and review meetings and contribute to development of plans
•    Perform other relevant tasks as necessary.

 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING


Minimum Requirements    

•    Bachelor’s Degree in Administration, management, social sciences or any other field related to the work under this assignment
•    Five years of relevant working experience in the provision of programme/project support services
•    Working knowledge of English.
•    National of Lesotho.

 

FAO Core Competencies

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

 

Technical/Functional Skills 

•    Computer literacy with demonstrated use of word processing, database, and presentation software (Word, Excel, PowerPoint etc.) is essential; 
•    Demonstrate ability to innovate and work under pressure as well as in a team;
•    Thorough knowledge of the administrative and procurement regulations and procedures of any public or international entity or organization
•    Very good knowledge of corporate computerised financial / travel/ Human Resources systems
 

 

 

 

ADDITIONAL INFORMATION

FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing) Incomplete applications will not be considered. If you need help please contact: Careers@fao.org Applications received after the closing date will not be accepted Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/   For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/   Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

This vacancy is archived.

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