National Project Personnel - Programme Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is an intergovernmental organization with more than 191 member nations. Since its inception in 1945, FAO has worked to alleviate poverty and hunger by promoting agricultural development, improved nutrition and the pursuit of food security. FAO operates at country, sub-regional and regional levels with its headquarters based in Rome.

The position is located in the Zimbabwe country office in Harare

Reporting Lines

Working under the responsibility of the FAO Representative in Zimbabwe, overall supervision of the international Administrative Officer and direct supervision of the Assistant FAOR Programme, the Programme Assistant will provide the following services:

Technical Focus

• Undertake project administration
• Facilitate travel and meeting requirements
• Facilitate procurement processes

Tasks and responsibilities

• Receive, screen and route incoming and outgoing correspondence through all methods of communications, and ensure timely distribution and follow-up as required;
• Type a wide variety of materials from drafts and printed texts, proof-read for corrections, and ensure documents conform to professional presentational standards;
• Maintain project files and correspondence
• Draft correspondence, both from dictation and on instruction;
• Take notes at meetings, prepare and distribute minutes;
• Prepare local travel authorizations ensuring completeness and that all required documents are attached,
• Consolidate procurement, travel and annual leave plans
• Process transportation arrangements to and from missions
• Prepare payment requests for travel advances, as specified in the underlying travel authorization;
• Expedite processing of travel expense claims, ensuring all relevant documents are attached.
• Prepare travel authorisations for Government staff and related partners
• Assist the responsible officer in developing an overall plan for meetings, as well as a checklist for its logistics;
• Coordinate logistics of project meetings, functions including hire of venues, equipment and catering
• On formal instruction, serve as Disbursing Officer at meetings, workshops, seminars, construction sites when required, and account for funds to administration.
• Assist in arranging appointments for consultants as appropriate;
• Administer project supplies
• Facilitate the procurement of goods and services

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s Degree in Administration or related, with secretarial background
• Five years of relevant working experience in the provision of programme/project support services
• Working knowledge (Level C) of English
• National of Zimbabwe.

FAO Core Competencies

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

Technical/Functional Skills

• Very good knowledge of the MS Office applications, Internet and office technology equipment
• Demonstrate ability to innovate and work under pressure as well as in a team;
• Thorough knowledge of the administrative and procurement regulations and procedures of any public or international entity or organization
• Very good knowledge of corporate computerised financial / travel/ Human Resources systems

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/