National Project Personnel – Programme Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

With the support of Global Environment Facility (GEF) and in collaboration with partners in China, FAO has been implementing 9 field projects in various locations in China since 2014,and currently five FAO GEF projects are ongoing. A new GEF 8 Food System Integrated Program China child project was approved by GEF Secretariat in 2024, and the project document has been developed in 2024 led by FAO. Moreover, FAO GEF team is also developing new GEF 8 projects with national partners and new projects under Global Biodiversity Framework Fund (GBFF) as well as Small Grant Program (SGP)..

Reporting Lines

Under the overall supervision of the FAO Representative in China, the Programme Assistant directly reports to the National GEF Portfolio Officer. Work is performed under the guidance of the National GEF Portfolio Officer and GEF Coordination Unit, showing a high degree of initiative and providing efficient operations support.

Technical Focus

The Programme Assistant supports project management. He/she ensures the smooth operations support by setting priorities and organizing the day-to-day work. The job role requires knowledge and experience of project management, procedures and practices. The incumbent communicates frequently to the operational partner and provides guidance and supports on the project implementation.

Tasks and responsibilities

•    Provide support to the project staff on day-to-day operations 
•    Coordinate assurance activities including documenting and following up on audit/spot check recommendations 
•    Participate in field missions as required 
•    In line with the revised Project Cycle, help ensure data concerning the office’s field programme portfolio is up-to-date in the Field Programme Management Information System (FPMIS), with relevant project documentation uploaded as appropriate, including budget revision 
•    Monitor the submission of six-month project progress reports (PPRs), project implementation review (PIRs), relevant financial reports and project terminal report and provide support in reviewing these reports; 
•    Support Execution Agreement (EA) and Operational Partners Agreement (OPA) related issues, as well as the closure.
•    Provide relevant administrative support for the organization of project evaluation missions, provide evidence documents for project. 
•    Process, format and proof-read project reports, documents, publications and correspondence from draft texts 
•    Make arrangements for meetings, seminars, field missions and events: implement logistics, prepare correspondence, compile and distribute documents, make administrative arrangements 
•    Initiate and follow up on administrative and financial actions related to recruitment, management and support; travel; and payments 
•    Assist with publicity and knowledge sharing activities
•    Assist coordination within the portfolio and between different projects
•    Support the formulation process for new GEF projects, GBFF projects and SGP as requested.
•    Support the PMOs in drafting and revising project related newsletters, reports, documents, etc
•    Assist the organization of meetings, workshops, trainings, etc.
•    Provide translation and interpretation services if needed.
•    Translate relevant documents if needed.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    Masters’ degree in a field related to project management, finance, business administration, international cooperation, or other relevant fields 
•    At least 2 years of relevant experience in financial, administrative and/or project management support work 
•    Working knowledge of English and Chinese 
•    Proficiency in current office software applications (MS Word, Excel, Power Point, etc.)
•    Chinese Nationality

FAO Core Competencies

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

Selection Criteria 

•    Extent and relevance of experience in the field of project operations 
•    Basic knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures; 
•    Basic knowledge of FAO's corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset;
•    Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field; 
•    Effective communication skill , good organizational and planning skill; 
•    Relevant experience in administration, financial support, project management or project operation, preferably in an international setting
•    Quick learning and innovative thinking is desirable
•    Work experience in UN system or diplomatic missions is desirable.

ADDITIONAL INFORMATION