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Office & Programme Support Assistant 144 views

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About FAO:

Organizational Setting

FAO Afghanistan is investing, across all 34 provinces, in resilience reinforcing actions that focus on protecting agriculture livelihoods and local ecosystems, boosting local production of nutritious foods and cash-incomes, and safeguarding critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and economy. In 2022-2023, FAO will, under the life-saving assistance Outcome (1) of the UN Transitional Engagement Framework (TEF), focus on the following four priority actions: (i) Safeguarding Wheat Seed Security, (ii) Enhancing Local Production of Nutritious Food, (iii) Livestock Protection and Dairy Sector Support, and (iv) Restoring Irrigation Structures to Boost Cash Incomes. Additionally, FAO will contribute towards resilience building activities under Outcome 2 of the TEF.

Job Description:

Organizational Setting

FAO Afghanistan is investing, across all 34 provinces, in resilience reinforcing actions that focus on protecting agriculture livelihoods and local ecosystems, boosting local production of nutritious foods and cash-incomes, and safeguarding critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and economy. In 2022-2023, FAO will, under the life-saving assistance Outcome (1) of the UN Transitional Engagement Framework (TEF), focus on the following four priority actions: (i) Safeguarding Wheat Seed Security, (ii) Enhancing Local Production of Nutritious Food, (iii) Livestock Protection and Dairy Sector Support, and (iv) Restoring Irrigation Structures to Boost Cash Incomes. Additionally, FAO will contribute towards resilience building activities under Outcome 2 of the TEF.

Reporting Lines

The Office & Programme Support Assistant will work under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAOR (Programme).

Technical Focus

The incumbent will address and support the office management and coordination. The incumbent will also support the planning, development and monitoring of work with various units and project teams in FAOAF and external agencies/stakeholders.

Tasks and responsibilities

Office Management:

    Coordinate and control the workflow and monitor office support processes and products, including management information, for quality and efficiency; prioritize, distribute and monitor work of subordinate staff for whom the incumbent is the immediate supervisor;
    Receive, screen, draft, format, distribute and monitor correspondence and other forms of documentation; select and abstract pertinent material for supervisor’s review; identify complex or sensitive material for special treatment; review and monitor outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO policies and procedures;
    Screen calls, respond to complex enquiries, resolve non-recurring matters and difficult issues while referring to respective units;
    Manage the FAO Representative/Country Director calendar, schedule appointments independently as appropriate, brief the FAOR on matters before the meetings; receive visitors, including high ranking officials from within and outside the organization;
    Maintain control of records and follow-up on deadlines to FAOR and Head of Units/Teams for their action;
    Undertake research on office management issues in consultation with professional staff (unit heads)in the office; select a variety of information from various sources and present results in concise format;
    Be responsible for protocol liaison activities;
    Support with the liaison with stakeholders including donors and UN Agencies;
    Participate in the organization of meetings, seminars and events, including those with high ranking officials, including preparation of correspondence and background documents for participants; take minutes of the office internal meetings;
    Perform other related duties required to ensure efficient office support to the Representation.

Programme Support:

    Support Programming colleagues in collecting data and other information on development and/or subject-matter activities of the country or area;
    Support with maintaining logs, files and up-to-date records in prescribed format for subsequent use;
    Support with processes and examine the information and data in accordance with instructions received, making necessary abstracts and computations;
    Support with maintaining and keeping current registers and control plans on the status of projects at the formulation, implementation and operational stages;
    Support in preparing of background material, working papers and tables for briefing and review sessions;
    Support in summarizing information reflecting current obligations and future Programme and/or budgetary implications;
    Supports in carrying out specific operation/control tasks for programme/project implementation;
    Assist and supports in translation and drafting of  letters, notes and other form of communications with external organizations/agencies and stakeholders, reports related to formulation of the new projects, World Food Day (WFD) Papers and other documents related to Programme;
    Performs other related as required.

Job Requirements:

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

    University degree in Business Administration, General Management, Law, Economics, Agriculture or closely related field;
    At least five (05) years of relevant work experience in applications of office and Programme support/management, PA (Personal Assistant) executive associate, administration, human resources or closely related fields;
    Working knowledge (level C) of English and local languages (Pashto and/or Dari);
    National of Afghanistan.

FAO Core Competencies

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

Technical/Functional Skills

    Experience working with international organizations, including INGOs, bilateral or multilateral agencies, and UN agencies is highly desirable;
    Familiarity with UN agencies administrative, finance and operations system is an asset;
    Demonstrated written communications skills to draft different types of outputs tailored to different audiences;
    Ability to keep sensitive and personal information as confidential;
    Ability to identify and resolve problems expeditiously and pragmatically; tact, initiative and sound judgment; ability to establish and maintain good working relations with other staff / colleagues from different cultural background;
    Strong professional command of Microsoft Office, in particular Word and Excel.

 

 

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: Careers@fao.org
  • Applications received after the closing date will not be accepted
  • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/ 
  • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
  •  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.
  • FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
  • Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
  • Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
  • FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
  • All selected candidates will undergo rigorous reference and background checks
  • All applications will be treated with the strictest confidentiality

 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

Submission Guideline:

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org

 

Qualified female candidates are highly encouraged to apply.

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