National Administrative/Project Assistant

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.

Reporting Lines

The National Administrative/Project Assistant will work under the overall supervision of FAO Representative (FAOR) in Tajikistan, under the technical guidance of the Project Lead Technical Officers, close collaboration with National Technical Officers, operational support from FAO Representation in Tajikistan and in close cooperation with the national authorities as well as International and National consultants.

Technical Focus

The National Administrative/Project Assistant will be responsible to implement, facilitate and monitor the implementation of project activities related to beekeeping.

Tasks and responsibilities

• Provide support in arrangement and coordination of project planned activities and their timely implementation and/or support administrative operations of the SRASP project ; • Assist the Project Task Force (PTF) in the preparation of the project work plans; • Assist in monitoring of programme activities, drafting substantive correspondence and ensuring follow up; • Assist in preparation of narrative and financial progress reports (monthly, quarterly, biannually and annually); • Assist with the maintenance and update of the relevant information of project in FAO’s online system, FPMIS; • Assist in coordinating the preparation of project related documents, presentations, reports, etc.; • Maintain project filing system in line with FAO procedures; • Facilitate communication between FAO and the project counterparts, resource partners, partners from/into local languages; • Make arrangements and logistics support for missions and experts; • Arrange appointments and meetings with various levels of officials of Government and resource partners and takes minutes of the meetings; • Receive, screen, log and route incoming and outgoing correspondence and documents relevant to the projects, attach necessary background information and maintain a follow-up system; • Remind the supervisor about the timing and actions required on various subjects; • Keep directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Tajikistan; • Collect, compile and provide information when required; • Assist in preparation of budget calculations for the upcoming events; • Provide support for the project events management; • Prepare Purchase Requisitions and Payment Requests for the project related activities; • Maintain HR, travel, LoA, procurement monitoring system by entering relevant requests and their status; • Prepare Travel Authorizations in line with adopted FAO travel procedures and assists project partners and staff in processing TECs; • Maintain project TAs and BTORs monitoring list; • Follow up on translation of project related documents, reports and events upon request of the supervisor.

Other activities, assigned by direct supervisor, may include but not limited to:

• Provide support in preparing donor activities mapping, forming the donor activities, national and donor supported programs database (including deliverables by activities). Regularly update mapping and database; • Provide support to projects staff in preparation of reports and other materials (formatting, diagrams, proofreading, etc.); • Provide logistical support in the process of the fundraising (development of the new Concept Notes and ProDocs of land and water, environmental projects) • Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in Business Administration, Public Administration or other related field; • Working knowledge of English, Russian and Tajik languages (written and oral); • At least 3 years of previous experience in working for international organizations in programme and project activities and in the secretarial/administrative field; • National or resident of Tajikistan.

FAO Core Competencies

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

Technical/Functional Skills

• Computer literacy with spread sheets, databases and electronic programmes is required; • Quality of both oral and written communication skills; • Excellent communication abilities (oral and written) • Excellent computer skills including Windows, Microsoft Office, Internet, etc. • Experience in working for or with international development organizations or United Nations agencies • Experience in a general administration with international organization will be an asset.