Project Support Assistant

Organizational Setting

The Pandemic Fund was officially established by the Financial Intermediary Fund Governing Board at its inaugural meeting from 8-9 September 2022.  The Pandemic Fund focuses on critical investments and technical support to strengthen pandemic prevention, preparedness and response capabilities in low- and middle-income countries. It aims to strengthen and sustain core capacities of health systems for effective prevention, detection and preparedness to response to future pandemic threats across early warning and surveillance, laboratory capacity, and workforce development.  
The successful Pandemic Fund proposals from Round Two were announced on 18 October 2024.  There were two proposals from this Round that included Sri Lanka.  The single country proposal - One Vision, One Shield: Sri Lanka’s Integrated One Health Pandemic Preparedness & Response – was awarded a total 18.3 million and includes 4.9 million allocated to animal health.  FAO will co-implement the proposal with the World Bank, WHO, and UNICEF.  In addition to Sri Lanka’s single country proposal, Sri Lanka was also included in the multi-country SEARO led proposal – Enhancing Collaborative Surveillance and Diagnostic Readiness for Pandemic Preparedness and Response in South-East Asia Region.  This proposal was awarded 14.4 million, of which 1.4 million is allocated for animal health activities.  The multi-country proposal will be co-implemented by FAO, World Bank, WHO, and UNICEF.  Both the single country and the multi-country proposals will commence as of 1 Jan 2025 and must be completed by 31 Dec 2027.  
Under the direct supervision of the Assistant FAO Representative (Programme), the technical supervision of the FAO Lead Technical Officer (LTO) in the FAO Regional Office for Asia and the Pacific, and close collaboration with the Sri Lanka Pandemic Fund Team Leader, National Pandemic Fund Implementation Specialist and the Pandemic Fund Coordinator, the incumbent will contribute to implementation and completion of the below tasks. 

Reporting Lines

The incumbent will report to the Assistant FAO Representative (Programmes) and will work under the guidance of the Pandemic Fund International Project Manager. They will work in close coordination with the Project Management Unit (PMU) and the Administration team at the Country Office.

Technical Focus

The role involves working with project management systems, financial management tools, and digital communication platforms. Responsibilities include using software to track project activities and deadlines, maintaining financial records, and managing budgets in alignment with FAO requirements.

Tasks and responsibilities

•    Provide organizational, operational, and logistical support to the Pandemic Fund project team.
•    Assist in operating project activities, including planning, execution and maintaining documentation.
•    Support procurement processes, including the awarding of contracts for goods and services
•    Organize project events such as workshops, training sessions, and meetings, including handling logistical arrangements.
•    Coordinate with government counterparts, implementing partners, and stakeholders to facilitate smooth project implementation.
•    Support travel and logistics operations for the project team and external stakeholders.
•    Coordinate with partners to execute commercial contracts and letter of agreement (LOA) 
•    Maintain and organize project files, documentation, and databases.
•    Assist with the development and design of communication material for workshops, meetings and other capacity building initiatives. 
•    Support the project team in preparation of reports, meeting minutes and presentations as required 
•    Support with stakeholder engagement at government and local authority levels and implementing partners 
•    Coordinate with suppliers, media, and project partners to ensure the objectives of the communication strategy are achieved.
•    Follow up on the production of communication materials for the project’s visibility and impact.
•    Follow up on the production and dissemination of communication materials with service providers.
•    Assist the project team to Organize and coordinate capacity-building workshops, training sessions, and awareness-raising events.
•    Handle logistical arrangements for all project-related events, including participant registration and communication.
•    Coordinate with vendors and service providers for event supplies and equipment.
•    Undertake any related tasks as requested by the Assistant FAO Representative (Programme).

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in Business Management, Arts, Information Technology, Emergency Management, or a related field
•    Minimum of two years of relevant work experience in project assistance or project support
•    Working knowledge of English and Tamil and/or Sinhala
•    National of Sri Lanka

FAO Core Competencies

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

Technical / Functional Skills

•    Strong planning, organizational and time management skills with a proven ability to handle multiple tasks simultaneously. 
•    Proficient in Microsoft Excel, Word, Project, and PowerPoint
•    An ability travel to the work sites as required 

ADDITIONAL INFORMATION