Programme Assistant (SC5)

Organizational Setting 

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and programme aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in FAO’s global mandate and Strategic Objectives. More specifically, FAO’s response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building, and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

This position’s grade level is SC-5

Reporting Lines 

Under the overall supervision of the FAO Representative for Somalia, and the direct supervision of JOSP Chief Technical Advisor.

Technical Focus 

The incumbent will provide programme, administrative and operational support in the implementation of JOSP projects in close coordination and collaboration with the Operations Assistant and the Finance Assistant assigned to JOSP projects.

Tasks and responsibilities 

•    Collect and compile data on programme and or project activities to support reporting and delivery.
•    Initiate and follow up on administrative and financial actions related to staff management, affiliate workforce support, travel, payments, etc.
•    Review and prepare routine documentation and correspondence related to assigned procurement actions.
•    Provide information on programme and/or project expenditures and status of programme and /or project budget.
•    Process, format and proof-read reports, documents, publications and correspondence related to the work of the unit from draft texts.
•    Review and direct correspondence, calls and queries to appropriate contacts; provide background information; respond to routine enquiries.
•    Plan for meetings, seminars and events: implement logistics, prepare correspondence, compile and distribute documents, make administrative arrangements.
•    Initiate the preparation and follow up for the approval of TORs, security clearance, TA, flight booking, back to office reports and related actions.
•    Support with procurement activities and follow up on approval, liaise with contracted vendors on delivery of goods and services and payment of contracted vendors.
•    Liaise with logistics, security, and travel to coordinate JOSP programme requested coordination.
•    Maintain up-to-date basic records required for programme implementation
•    Review incoming mail and identify action to be taken; prepare replies on routine operational matters.
•    Following instructions of the supervisor, prepare a broad variety of administrative actions necessary for the timely implementation of projects, including recruitment actions, travel requests, briefing schedules, and procurement of equipment, and services as well as partnership agreements
•    Liaise with field staff, JOSP partners and stakeholders on all administrative and operational matters as requested.
•    During the absence of the direct supervisor, take appropriate action in the day-to-day work related to project activities in line with the approved work plans and brief the direct supervisor on return.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING 

Minimum Requirements  

•    Bachelor’s degree in agricultural sciences, or related fields is required; additional education or certification in office administration is a plus.
•    Minimum of 3 years of experience in agricultural project management, and programme administration support.
•    Working knowledge (level C) of English.
•    National of Somalia.

FAO Core Competencies 

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

Technical/Functional Skills

•    Strong organizational skills with the ability to multitask and prioritize tasks effectively.
•    Strong communication skills
•    Experience in planning, scheduling, and resource management.
•    Relevance of experience in providing programme assistance, addressing priorities and deadlines
•    Strong communication and interpersonal skills, with the ability to engage effectively with diverse experts, partners and stakeholders.
•    Proven experience in a role of similar position is preferred.
•    Fluency in written and spoken English is essential, strong presentation skills and ability to communicate effectively
•    Results-oriented: Delivers quality assistance outcomes according to structured work plans
•    Problem Solving: Addresses challenges with effective solutions.
•    Teamwork: Works collaboratively with programme staff, experts, programme partners and supporters, governmental agencies, and local communities.
•    Communication: align with CTA to clearly support conveying the programme updates the programme managers, stakeholders, partners, through a well-written minute of meetings, action points, reports, etc.
•    Ability to communicate clearly and share knowledge and information.
•    Ability to work effectively under pressure.

ADDITIONAL INFORMATION