SWIOFC Programme Assistant

Overview

Provide administrative and program assistance to the SWIOFC.

You have:

• University degree in administration, financial management
• 3 years of relevant experience in working on similar position
• Working knowledge of English
• National of Mozambique

Organizational Setting

Southwest Indian Ocean Fisheries Commission (SWIOFC) was established in 2004 by Resolution 1/127 of the FAO Council under Article VI 1 of the FAO Constitution. The main objective of the SWIOFC is to promote the sustainable utilization of the living marine resources of the Southwest Indian Ocean region. SWIOFC promotes the application of the provisions of the FAO Code of Conduct on Responsible Fisheries, including the precautionary approach and the ecosystem approach to fisheries management. The Secretariat is provided by FAO Subregional Office for Southern Africa (SFS) that is based in Harare, Zimbabwe. However, since September 2015 the SWIOFC Secretariat has been moved to Maputo, Mozambique, hosted in the premises of the Administração Nacional das Pescas (ADNAP).

The FAO sub-regional office for Southern Africa (SFS) has been supporting a number of interventions linked to the SWIOFC. A project entitled ‘’A Partnership for Marine and Coastal Governance and Fisheries Management for Sustainable Blue Growth’’ will support, through the SWIOFC and Nairobi Convention (NC) and its countries, collaboration between fisheries and environment sectors. The main focus of this project lies in improving the coordination between fisheries and environmental management for the overall system to produce actual results on the ground. At the same time, it is essential that there are improvements on both fisheries and environmental management, where they can reinforce each other mutually. The project will have three components/ outcomes: i) Resilience of livelihoods based on WIO marine and coastal ecosystem and habitats enhanced ii) Coastal fisheries are sustainably managed using the ecosystem approach to fisheries iii) Coordination between fisheries and environmental management institutions enhanced at national and regional levels.

Reporting Lines

Under the general supervision of the FAO Representative in Mozambique and direct supervision of the Fishery (Fisheries and Aquaculture) Officer in Harare, the incumbent will be responsible for the administration, secretarial and programme and projects related to SFS and SWIOFC support as follows:

Technical Focus

Administration and programme assistance.

Tasks and responsibilities

• Exercise diligence and care in dealing with records and expenditures. Recognize sensitive/confidential material and handle it with a high level of discretion. Support new ideas to streamline working methods and processes. Able to carry out and manage a high number of diverse assignments and top cope with an increased volume of work during peak periods
• General duties: arrange appointments, receive visitors, place and screen telephone call, answer queries with discretion; type a variety of material from drafts, printed texts, proof read corrections, and ensure documents conform to professional presentation standards; assist in arranging programmes/appointments for visiting staff and consultants; maintain Secretary’s calendar and schedule; liaise with the SFS and FAO- Mozambique administrative unit and assist in SWIOFC budget monitoring.
• Receive screen and route incoming and outgoing correspondence through all methods of communication, and ensure timely distribution and follow up as required
• Enter, select, analyse and summarize data from various sources, including FAO corporate systems.
• Carry out operational/control tasks for programme/project implementation.
• Participate in monitoring by maintaining current registers and controlling tools on the status of projects at various stages; review inputs, expenditures and time frames according to work plans; make necessary abstracts and computations; detect inconsistencies.
• Summarize information reflecting current obligations and future programme and/or budgetary implications.
• Assist in the preparation and submission of periodic and ad hoc reports that are being managed by supervisors.
• Take notes at internal meetings, prepare minutes and distribute.
• Assist in formatting and preparation of monthly budget reports.

• Maintain a filing system of technical and project documents and correspondence.

• Provide programme and administrative assistance to GCP/SFS/005/SWE and other SFS programme/projects.

• Assist in organizing workshops and meetings: assist in ensuring the overall plan as well as a checklist of logistics; initiate actions as planned, ensuring that appropriate lead time is allowed; see that actions are implemented keeping responsible officer informed of problems or unforeseen developments; set up and run the workshop/meeting secretariat; serve as first contact point for all participant concerns; disburse funds and account for them

• Make travel arrangements with all required documents attached; assemble briefing materials relevant to the travel or mission; ensure transportation arrangement to and from the airport, if required; ensure timely receipt of air tickets verifying their contents with respect to itinerary requested and flight status; prepare payment requests for travel advances; determine visa requirements and initiate visa applications; expedite travel expense claims.

• Assist in the production and distribution of reports; maintain a logical set up of all computer files

• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in administration, financial management
• 3 years of relevant experience in working on similar position
• Working knowledge of English
• National of Mozambique.

FAO Core Competencies

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

Technical/Functional Skills

• Good computer skills
• Able to manage basic intra and internet system
• Easy to work in a team environment
• Good skill to communicate and excellent public relation
• Experience with fisheries commission(s), NGOs, project or donor agencies
• Knowledge of UN administrative procedures
• Good Report writing skills in English and Portuguese

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
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/

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Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: fao.org