Administration and Programme Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established in October 1945 with the objective of eliminating hunger, improving nutrition and standards of living by increasing agricultural productivity. FAO contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. Accordingly, FAO complements the efforts of governments and technical agencies in programs for developing agriculture, forestry, fisheries, land and water resources. It also carries out research; provides technical assistance on projects in individual countries; operates educational programs through seminars and training centres; maintains information and support services, including keeping statistics on world production, trade, and consumption of agricultural commodities; and publishes a number of periodicals, yearbooks, and research bulletins. Headquarters is in Rome, Italy and the organization has more than 180 members with offices throughout the world.

The primary purpose of FAO country offices, led by an FAO Representative, is to support governments in formulating policies, programs, and projects aimed at achieving food security and reducing hunger and malnutrition. These offices work to enhance the agricultural, fisheries, and forestry sectors while ensuring the sustainable use of environmental and natural resources.

Reporting Lines

Working under the overall supervision of the FAO Representative for Botswana and under the direct supervision of Assistant FAO Representative for Administration, in close collaboration with relevant FAO staff, donors, implementing partners and governments.

Technical Focus

Working under the overall supervision of the FAO Representative in Botswana, and in close collaboration with the head of Administration, the Administration and Programme Assistant will provide administrative and programme support to the project implementation team by performing the following tasks.  

Tasks and Responsibilities

Programme and Project Coordination

•     Support planning and logistics for meetings, workshops, and training
•     Raise Purchase Requisitions when requested
•     Participate in planning and review meetings; contribute to programme development
•     Monitor implementation of project work plans
•     Assist with No-Cost Extensions and Terminal reports
•     Check and respond to messages in FPMIS

Administrative Support

•     Draft and proofread various documents to professional standards
•     Maintain and update programme files (electronic and hard copy)
•     Manage internal and external correspondence
•     Draft non-substantive letters and communications
•     Manage calendar for the FAO Representative (FAOR) and schedule appointments 
•     Handles processing of visa for all FAO personnel 
•     Draft meeting minutes and letters as needed
•     Perform other relevant tasks as required

Office Technology Coordination

•     Support staff with basic ICT issues such as printer setup, connectivity, and password resets
•     Liaise with the subregional ICT team for user requests and troubleshooting
•     Coordinate routine checks of office technology to ensure functionality and report faults promptly

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     University degree in Business Administration, Communications, or a related field 
•     A minimum work experience of 3 years in programme management/administration or related field
•     Working knowledge (level C) of English 
•     National of the Republic of Botswana or resident of Botswana with valid work permit

FAO Core Competencies

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

Technical/Functional Skills

•     Experience in providing support to projects in Southern Africa preferably in Botswana or similar contexts is desired.
•     Excellent English writing skills and consolidating complex information.
•     Working Experience within the UN will be an added advantage 
•     Good analytical, presentation and training skills.
•     Leading, engaging, empowering and an excellent team player. 
•     Demonstrated ability to work independently, handle multiple tasks, work under pressure and deliver assignments on time.
•     Any ICT related qualification will be an added advantage
•     Working knowledge of Setswana will be an added advantage