FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO’s goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 Nations and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:
(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii)  provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv)  position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v)  ensure risk-smart and accountable operations and management.

The position is located in the FAO Representation in Lilongwe, Malawi.

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.

Supervision Received/Exercised

The Programme Assistant works under the general 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 visa/work 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

• Educational background in agriculture, agricultural economics, policy analysis or programme development, is considered an asset.
  •    Intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

• 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.

• Good knowledge of the MS Office applications
• Internet and office technology equipment
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing

• Secondary School Education
• Four years of relevant experience in the provision of programme/projects support services
• Working knowledge (proficiency – level C) of English