Food and Agriculture Organization of the United Nations (FAO)

Programme Assistant (Multiple Positions)

Food and Agriculture Organization of the United Nations (FAO)

Job Description

Organizational Setting FAO's Sub-regional Office for Eastern Africa (SFE) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing sub-regional food, agriculture and rural development priorities. It develops and maintains relations with sub-region-wide institutions including Regional Economic Integration Organizations (REIOs). It assists the FAO Representations (FAORs) in the sub-region with addressing sub-regional food security, agriculture and rural development issues at country level. The Sub-regional Office is a subsidiary of FAO’s Regional Office for Africa. FAO Representation in Ethiopia (FRETH) is co-located on the premises of the FAO Sub regional Office for Eastern Africa. The short-term position is located in Addis Ababa, Ethiopia. Reporting Lines The Programme Assistant works under the overall guidance of the Sub-regional Coordinator for Eastern Africa or the FAO Representative (FAOR) in Ethiopia and the direct supervision of one or more Officers as assigned. Technical Focus To provide information and operational support for programmes and projects of the FAO Sub-regional Office for Eastern Africa (SFE) and FAO Representation in Ethiopia (FRETH). Tasks and responsibilities The incumbent will carry out the following duties:
  • Collect and prepare data and background information in the areas of FAO activities (agriculture, forestry, fisheries, rural / sustainable development) in accordance with instructions received; edit the information in appropriate format;

  • 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;

  • Enter data and other information in corporate databases (i.e. PIRES, FPMIS); analyse and summarize data from various sources, including FAO corporate systems, such as COIN, iMIS, FPMIS, Data Warehouse (iMIS), country databases, etc.;

  • Collect and compile data to assist in determining the availability of funds under SFE technical programmes to support a variety of procurement requirements, before submission of requests for administrative processing, ensuring that budget charge codes are indicated on requests;

  • Provide support to the preparation of draft Letters of Agreements (LoA) funded from SFE technical programme budgets; ensure that required supporting documents are prepared;

  • Assist in the monitoring of project budgets through regular review of transaction listing on a monthly basis; FPMIS, IMIS reports) to ensure timely project delivery;

  • Provide support to the organization of workshops/meetings and events funded from the SFE technical programme budgets, as required;

  • Based on approved travel plans, prepare travel authorization (TA) requests on behalf of supervisor and visiting missions or experts to SFE for local and international travels (through GRMS),  as may be required, and follow up for timely approval; prepare payment requests for local travel advances; and follow up receipt of security clearance to allow for the timely submission of TAs;

  • Obtain travel bookings from authorized travel agencies, following FAO travel guidelines on route and cabin class;

  • Arrange for hotel bookings, as may be requested, for visiting missions or experts to SFE;

  • Follow up the receipt of travel claims (international and local) from supervisor and submit TECs for processing; follow up receipt of back-to-office reports (BTOR) to support travel claims;

  • Follow up the preparation and submission of technical support services claim for backstopping support provided by supervisor to projects; ensure that BTOR is prepared and submitted for the technical support service provided;

  • Prepare personnel processing request (EPPR) in GRMS for the recruitment of consultants (first hire, rehire or extension) under technical programme budgets and submit approval; ensure that Terms of Reference is received for the assignment and attached to all personnel processing requests;

  • Prepare procurement requests for technical programme inputs (including workshop/meetings facilities and supplies) in GRMS, ensuring that specifications of goods or services are clearly defined on procurement requisition form, and submit to Administration (procurement office) for processing;

  • Prepare various payment requests for goods and/or services received and submit to Administration (accounts payable office) for processing; ensure that complete and relevant supporting documents are attached;

  • Prepare petty cash requests (within the petty cash expenditure limit) and submit to petty cash custodian for processing;

  • Prepare background materials, working papers and tables for briefings, review sessions and meetings;

  • Maintain the files for tasks assigned (approved TAs, Purchase Orders, Contracts, BTOR, etc.);

  • Draft correspondence, documents, reports, etc. related to assigned duties;

  • Perform other related duties as required.

  • Completion of secondary school education preferably supplemented by technical courses in a field related to the work under this assignment and FAO’s program activities.

  • Four years of clerical and/or programme experience, including analysing, processing and editing of information and data and record keeping. UN experience is an advantage.

  • Working knowledge of English and local language of Amharic.

  • Being a national of Ethiopia.

FAO Core Competencies
  • Results Focus

  • Teamwork

  • Communication

  • Building Effective Relationships and client service orientation

  • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills
  • Extent and relevance of experience in the preparation, editing and revision of technical/scientific documents and in organizing meetings and workshops

  • Ability to effectively use standard office software, such as MS Office.

  • A cooperative spirit, flexibility and openness to work in an international environment needed. Tact, courtesy and a high level of trustworthiness are essential personal attributes; approach to work assignments; analytical ability, accuracy and consistency

Selection Criteria
  • Academic qualifications;

  • Extent and relevance of work experience;

  • Speaking and writing skills.

  • Strong communication (oral and written, English and local language, Amharic) and interpersonal skills.

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