Programme Assistant (Human Resources)

Programme & Policy Human Resources

Overview

Perform administrative and financial functions in support of HR projects.

You have:

• Secondary School Education.
• Three years of relevant experience in financial and/or administrative support work.
• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
• Good knowledge of the MS Office applications, Internet and office technology equipment.
• Ability to handle and document confidential and strictly confidential information appropriately.

Organizational Setting

The Human Resources Division (CSH) is composed of two main clusters, namely (i) the Integrated Talent Management providing advice and managing position management, recruitment, mobility, staff development - training, performance management and social security; and (ii) the HR Strategy and Policy, providing HR strategic guidance, policy and oversight.

The position is located in the Office of the Director, CSH at FAO headquarters in Rome, Italy.

Main Purpose

The Programme Assistant (Human Resources) performs a wide range of routine administrative and financial functions in support of the delivery of CSH’s programme and projects.

Supervision Received/Exercised

The Programme Assistant (Human Resources) reports to the Office Assistant in the Office of the Director, CSH, and overall guidance of the Deputy Director, CSH. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Programme Assistant is part of the CSH-D front office team and interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative, logistical and financial services.

Key Functions/Results

• Collect and compile data on programme and or project activities to support reporting and delivery. • Initiate, view and track administrative and financial actions and transactions related to CSH staff management, affiliate workforce support, travel, payments, procurement, etc. • Review and prepare routine documentation and correspondence also related to assigned procurement actions; • Provide assistance in the preparation of the Periodic Budgetary Reports (PBR), the biennial Programme of Work and Budget (PWB) and related workplans for the division. • Provide information on programme and/or project expenditures and status of programme and/or project budget and liaise with the DDGT support unit on expected input and/or advice, when necessary. • Review and direct correspondence, calls and queries to appropriate contacts; provide for background information; respond to routine enquiries. • Make arrangements for meetings, seminars and events and travel as required: implement logistics, prepare correspondence, compile and distribute documents. • Perform other duties as required.

Impact of Work

The incumbent's work impacts on the timely and efficient delivery of the immediate work unit's programme.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Three years of relevant experience in financial and/or administrative support work. Languages: Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish). 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 • Team Work • Communication • Building effective relationships • Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of corporate information systems. • Good knowledge of common administrative and financial rules and regulations. • Good knowledge of communication and documentation standards. • Good knowledge of the organizational structure.

Desirable Qualifications and Skills

• Knowledge of FAO HR, procurement and budget procedures. • Ability to handle and document confidential and strictly confidential information appropriately. • Experience in classifying, circulating and storing incoming and outgoing information and follow-up on timely action. • Knowledge of FAO housestyle and experience in proofreading and formatting correspondence to high-level officials. • Ability to prioritize and handle multiple requests simultaneously.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: fao.org