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.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
The position is located in the Programme and Budget Support Unit of the Office of DDG-Bechdol 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/Office/Centre.
Supervision Received/Exercised
The Programme Assistant works under the general supervision of the Senior 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/Office/Centre and with client Divisions/Offices/Centres, ensuring the consistency and quality of programme/project support services provided by the Division/Office/Centre.
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/Office/Centre;
• 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/Office’s/Centre’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 (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - 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 (proficiency – level C) of another FAO language would be an asset.
• Knowledge of corporate information systems (FPMIS, GRMS, iMIS, eBMM).