Career Opportunities at FAO (Food and Agriculture Organization of the United Nations)

Duties for the Project Assistant Job

• Under the overall guidance of the FAO Representative in Kenya, direct supervision of the National Project Manager, technical backstopping from NRM Sector Head and AFAOR (Administration and Finance), the field project assistant will be responsible for all financial and administrative operations of the project in accordance with FAO regulations and guidelines.
• He/she will be responsible for the operational and logistical aspects of the project. The field project assistant will be responsible for the day-to-day management of project operations and with financial and administrative reporting. The field project assistant’s primary responsibility is to ensure that the project activities specified in the project document are facilitated to the required standard of quality and within the specified constraints of time and cost. He/she will specifically:
• Support the day-to-day operation of the project activities in the field
• Establish and organize project task forces and ensure timely provision of suitable inputs (personnel, training, equipment and supplies) including preparing initial and regular budget revisions and providing overall administrative and operational support to the project in the field;
• Ensure timely submission of regular project progress and implementation reports including identification of project follow up requirements and project closure including reporting;
• Monitor the project in close collaboration with the project manager, technical officers, the assistant FAO representations and other units at headquarters and at country level;
• Monitor delivery estimates and contribute to regular reports at the request of the budget holder and NPM;
• Carry out financial management and supervision of project budgets on behalf of the budget holder;
• Lead, in collaboration with the NPM, the preparation of the preparation of annual work plans and budget;
• Appraisal and operational clearance of project documents, preparation of budgets and active participation in project discussions;
• Prepare detailed budgets for cash transfer requests based on the AWP/B and project account cash balance;
• Maintain the project’s disbursement ledger and journal;
• Keep the financial records and regular review of the project account;
• Review the receipts and financial reports submitted by field offices and sub-contractors;
• Prepare six-monthly financial statement of expenditures;
• Prepare the personnel and services contracting and procurement documents;
• Participate in contracting and procurement processes including of submission of documentation to FAO for clearances; and
• Prepare relevant documents for internal and external financial audits.
• Any other duty assigned by the programme manager, the coordinator or the FAOR’s office.

Project Assistant Job Requirements

• Completion of Secondary Education
• University degree or diploma in Economics, Finance Management or related fields
• Minimum 4 years of experience in project planning and management
• Working knowledge of English and Kiswahili
• Excellent communication and analytical skills
• Excellent planning and organizing skills; accurate with attention to detail
• Knowledge of local dialect is an added advantage.

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The Executive Assistant works with wide latitude for independent action and often handles complex and sensitive matters.

Duties for the Administrative Assistant Job

• Provide and coordinate communication, information, documentation, administrative and protocol support processes for the FAO Representative.
• Undertake complex research from various sources; select relevant information and prepare briefs and summary notes in concise format.
• Draft and format reports, presentations, publications, and other documentation material for the FAO Representative and the country office.
• Maintain control of records and files; follow-up on deadlines to supervisors and officers for their action; update the office’s management information system including spreadsheets, files, databases; provide Registry with master files containing key documents.
• Responsible for the overall protocol liaison activities with the Host Government and works closely with FAO’s Programme Coordination unit to support both.
• Maintain records on administrative and office support policies, procedures and practices and provide guidance as to their use to subordinate staff.
• Supervise the organization of meetings and events held in the country, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants
• Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from and to the FAO Representative and the country office; select and abstract pertinent material for supervisor’s review; identify complex or sensitive material for special treatment; review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Manage the calendars of the FAO Representative and Assistant Representatives; schedule appointments; brief the supervisor/s on matters before meetings and missions.
• Carry out administrative functions to support the activities of the FAO Representative including making travel and schedule arrangements.
• Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties.
• Brief and train secretarial support staff regarding all aspects of the job, ensuring adherence to procedures, guidelines and work requirements; ensure accuracy of the work provided.
• Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units.
• Prepares informal translations and acts as interpreter where applicable.
  Perform other related duties as required.

Administrative Assistant Job Requirements

• University degree in business administration or in a related development field.
• Five years of administrative / operations experience and previous experience as an Executive Assistant/ Team Assistant is essential.
• Ability to work with minimal supervision and good decision making skills is essential.
• Good communication and writing skills.
• Good working knowledge of the UN work systems and at previous work experience with the UN is desirable.
• Working knowledge (level C) of the FAO official language used for communication within the country (English).

IT Skills:

• Ability to effectively use standard office software such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.
• Ability to use software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Competencies:

• Familiarity with and a supportive attitude towards processes of strengthening partner organization capacities for self-management.
• Systematic and efficient approach to work assignments, good judgment and analytical ability. Ability to manipulate large data sets.
• Excellent attention to details.
• Basic understanding of FAO Procedures.

Interpersonal Communications and Teamwork Skills:

The incumbent must possess teamwork spirit, flexibility and ability to undertake regular field visits. Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background.