Tasks and responsibilities

The Programme Assistant will be responsible to carry out the following tasks: 

• Assist in the preparation of project proposals/documents, project briefs, project progress/final reports, background papers, sections of reports and studies. 
• Collect and compile data on programme/ project activities to support reporting on programme/ project delivery. 
• Process, format and proof-read reports, documents, publications, and correspondence related to the work of the Country office from draft texts.  
• Review and direct correspondence, calls and queries to appropriate contacts; provide for background information; respond to routine enquiries. 
• Assist in the organization of policy dialogues, workshops and consultation meetings and preparation for project periodic reviews, field monitoring and supervision missions in close consultation with programme team, government counterparts and other relevant stakeholders. 
• Make arrangements for meetings, seminars and events: implement logistics, prepare meeting minutes, correspondences, compile and distribute documents, support in administrative arrangements. 
• Enter, select, analyse, and summarize data from various sources, including FAO corporate systems, such as COIN (Country Office Information System), FPMIS (Field Programme Management Information System), Global Resource Management System (GRMS), country databases, etc to support programme operations. 
• Maintain log, file and update records in prescribed format for subsequent use. 
• Participate in project 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.  
• Assist in the preparation and submission of periodic and ad hoc project and country office reports.  
• Prepare background material, working papers and tables for briefings, review sessions and meetings.  
• Prepare correspondence to verify data, answer queries, and obtain additional information on transactions and operational matters, as required.  
• Maintain a filing system of technical and project documents and correspondence. 
• Carry out other specific operational tasks for programme/ project implementation as requested.  
• Provide routine secretariat support to the AFAOR (Programme), including managing schedules, following up on delegated actions, and assisting in document preparation.
• Assist the AFAOR (Programme) with coordination tasks and communication with internal and external stakeholders, as requested.
• Perform other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

• Bachelor’s degree in Business Management, Administration, Business studies, Agriculture, Natural Resource Management, Economics, International relation/Development, or related field.
• At least 3 years of professional experience in supporting programme, project operations preferably with UN Agencies, I/NGOs or donor funded government projects. 
• Working knowledge of English and Nepali.
• National of Federal Democratic Republic of Nepal

FAO Core Competencies

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

Technical/Functional Skills 

Competency and Experience in:

• Drafting and formatting of project proposals, reports, background papers, and official correspondence.
• Logistical and administrative support for workshops, missions, meetings, and consultations.
• Internal and external communications management, including stakeholder follow-up and information flow.
• Coordination support to programme team, including scheduling, document preparation, and meeting arrangements.
• Record-keeping, document filing, and tracking tools to support project monitoring.
• Familiarity with UN administrative procedures and protocol.Technical Expertise:
• Project Documentation & Reporting
• Programme Operations & Coordination
• Database & File Management
• Stakeholder Communication & Follow-Up
• Office Administration & Secretariat Support
• Information Compilation & Record AccuracyImpact Areas:
• Streamlined Programme Delivery
• Improved Internal Coordination
• Strengthened Project Documentation
• Timely Stakeholder Communication
• Efficient Support to Project Cycles
• Organized Records and Data Integrity

Selection Criteria 

• Excellent communication, negotiation, and networking skills.
• Excellent computer skills (MS Word, Excel, database analysis and power point) and knowledge and experience of report writing and technical document preparation
• Previous experience with FAO, UN agencies, or international development organizations will be an asset.
• Familiarity with FAO’s CPF and agricultural development priorities in Nepal.
• Extent of relevant experience in programme or administrative support roles.
• Proficiency in working with project teams and managing multiple priorities.
• Demonstrated ability in organizing events, handling logistics, and preparing documents.
• Sound judgement, attention to detail, and ability to work independently under pressure.
• Experience in working with UN systems or international development organizations is desirable.
• Strong writing, formatting, and communication skills in English.
• Excellent computer skills, particularly MS Office and database tools.
• Team-oriented, adaptable, and responsive personality with a strong sense of responsibility.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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. 

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

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 create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT

Source : FAO