National Administrative/ Project Assistant

Organizational Setting

The post is located with the FAO Representation in Tajikistan (FETAJ). The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist Governments for developing 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.

FAO’s activities in Tajikistan – where agriculture is a key sector of the economy – are concerned with food security and nutrition through the development and implementation of national food security policies, the sustainable management of natural resources and improved resilience to climate change, and the improvement of sustainable agricultural productivity and competitiveness, among other efforts.

FAO has been operating in Tajikistan since 1996. Currently, the project portfolio of the FAO Representation in Tajikistan (FETAJ) operates using FAO Technical Cooperation Programme (TCP) and funds of donor organizations.

The post is intended to provide administrative and secretarial support to several of these projects.

Reporting Lines

The National Administrative/Project Assistant will work under the overall supervision of the FAO Representative in the Republic of Tajikistan and Project Lead Technical Officers (LTOs), Project Managers and Budget Holders, and in close collaboration with all FETAJ personnel.

Technical Focus

Under the overall guidance of FAO Tajikistan, the National Administrative/Project Assistant in close collaboration with FETAJ office and office administration will oversee the ongoing project issues, support in organizing meetings, visits, seminars and reruns.

Tasks and responsibilities

• Provide support in arrangement and coordination of project planned activities and their timely implementation and/or support administrative operations of the FAO Tajikistan office; • Assist the Project Task Forces (PTFs) in the preparation of the project work plans; • Assist in monitoring of prigramme and project activities, drafting substantive correspondence and ensuring follow up; • Assist in preparation of narrative and financial progress reports (monthly, quarterly, biannual and annual); • Assist with the maintenance and update of the relevant information on projects in FAO online systems; • 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 government, 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 take 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 supervisors about the timing and actions required on various subjects; • Keep and update 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 upcoming events; • Provide support for the project events management; • Prepare Purchase Requisitions and Payment Requests for projects 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.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• A university degree in Business Administration, Management, Social Sciences or a related discipline from a recognized university; • Three years of relevant experience in administrative and/or project support work; • Working knowledge (Level C) of English and Russian. Fluency in Tajik will be an asset; • National of Tajikistan or resident with valid work permit

FAO Core Competencies

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

Technical/Functional Skills

• Excellent writing skills (including correspondence drafting); • Computer literacy with spread sheets, databases and electronic programmes is required; • Experience in the area of administration with international organizations will be an asset. • Excellent knowledge of MS Office applications, Internet and office technology equipment

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Added 1 hour ago - Updated 1 hour ago - Source: fao.org