Programme Assistant

Organizational Setting

The Regional Office for Europe and Central Asia (REU) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning, and implementation of FAO's priority activities in the region. It oversees the network of Country Offices and the Subregional Office for Central Asia. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the Region and, in collaboration with Centers/Offices/Divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. REU advises the Decentralized Offices in the Region on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization's Programme of Work and Budget. REU formulates, implements approved programmes and monitors the level of programme implementation in the region and draws attention to problems and deficiencies. REU develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).

The position is located in the Regional Office in Budapest, Hungary.

Main Purpose

The Programme Assistant is responsible for the coordination of specialized and complex processes and activities in support of the delivery of the division's work programme, planning and budgeting activities. He/she provides procedural guidance to managers and staff in the division.

Supervision Received/Exercised

The Programme Assistant works under the general supervision of one or more professional staff members of the technical officers team in the Regional Office, for example the Food Safety and Consumer Protection Officer. 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 in the division and with client offices, ensuring the consistency and quality of programme/project support services provided by the division.

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; • Prepare projects' budget revisions in consultation with budget holders; • 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; • Provide procedural guidance to Programme Assistants (G-4 level) and other staff in the work unit; • Review and make recommendations to improve current programme/projects 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 division'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 (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

• Understanding of human resources procedures; • Experience in organizing online meetings, training sessions and large conferences; • Experience in supporting several members of multidisciplinary teams; • Good knowledge of travel/human resources systems and processes; • Limited knowledge (intermediate – level B) of one of the other official FAO languages (Arabic, Chinese, French, Russian or Spanish).