Organizational Setting

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.

The position is located in the FAO Representation in Banjul, Gambia.

Main Purpose.

The Programme Assistant is responsible for the coordination of specialized and complex processes and activities in support of the delivery of the Office's work programme, planning and budgeting activities. He/she provides procedural guidance to managers and staff in the Office. The Programme Assistant will support in the implementation of the Programme and Projects of the Country Office. Specifically, the Programme Assistant will act as liaison between Administration and Programme on matters relating to Procurement, Travel and Operational matters.

Supervision Received/Exercised

The Programme Assistant will be under the overall supervision of the FAO Representative in Gambia, and under direct supervision of the Assistant FAO Representative (Programme). 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 across the Organization, ensuring the consistency and quality of programme/project support services provided by the Office.

Key Functions/Results

•     Monitor both Regular Programme and Project 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 as needed.
•     Prepare project budget revisions in consultation with budget holders.
•     Support the initiation, administration, and monitoring of Letters of Agreement throughout the project implementation phase
•     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.
•     Support the dissemination of project outputs, knowledge products, and communication materials through digital and other media platforms.
•     Provide procedural guidance to junior Programme Assistants and other staff in the work unit.
•     Review and make recommendations to improve current programme/project 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 office'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.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing valid visa to work or valid working permit and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence

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.
•     Very good knowledge of communication and documentation standards

Desirable Qualifications And Skills

•     Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).