Programme Assistant Job in Nairobi, Kenya

Food and Agriculture Organization of the United Nations
   
Vacancy Announcement No:FAO/28/2014
 
Position Title:Programme Assistant
                              
Grade Level:SC6           

Contract Type: National Personnel Project   
 
Duty Station: Nairobi    
 
Organizational Unit: FAO-Somalia
    
Duration: 5 months   
 
Eligible Candidates: Kenyans

Anticipated start: Immediately    

The position is open to Kenyan Nationals ONLY.

General Description of Tasks and Objectives to be Achieved

Under the direct supervision of the FAO Officer-in-Charge, and Coordinator for Cash Based Interventions, the Programme Assistant is responsible for providing and contributing to the coordination of, and providing management support to Cash Based Interventions programmes and projects. 

S/he will liaise with programme and project teams to ensure that thematic, programme and project implementation is carried out in line with FAO’s corporate goals and strategic focus, as well as with FAO-Somalia’s internally agreed quality standards. 

In particular, the incumbent will:
  • Develop CFW reporting tools to be used by implementing partners in reporting the progress of project activities in the field and for reconciliation with FAO project coordination office in Nairobi.
  • Consult with all key implementing partners of CFW activities on a regular basis and coordinate the project activities with the partners and their on-going programs.
  • Support the identification, design and execution of cash based interventions for FAO Somalia operations
  • Ensure effective communication among field staff and facilitate proper/effective coordination of all the infrastructure activities with the unit head.
  • Closely supervise the work of implementing partners on the ground while ensuring that project activities are running smoothly in order to ensure timely implementation and accomplishment of the planned CFW project activities.
  • Review all reports on CFW activities submitted by the partners against the LOA/PA targets and liaise with them to ensure proper utilization of project funds.
  • Compile all relevant and required documents from the field and initiate payments based on the CFW activities undertaken in the field.
  • Assist project managers in reviewing project proposals, ensuring links with the overall objectives as outlined in the FAO-Somalia’s strategic and action plans.
  • Assist in drafting of tendering documentation for IPs selection including Evaluation and due diligence.
  • Provide support in drafting the Letters of Agreement (LoAs) for the selected IPs.
  • Inception Training of IPs on contractual obligations, voucher system and MV relationships.
  • Reception and management of inception files, liaising with IP s and relevant colleagues from Information Management Unit (IMU), Finance Unit, other as applicable.
  • Reconciliation of financial reporting against DAs commitments as released by Finance Unit.
  • Review monitoring reports to assess interim impact and causes of potential bottlenecks in implementation, and report major findings through structured weekly, monthly and final narrative and financial reports.
  • Draft of briefs for FAO HQs, FAOSO senior management, others as applicable.
  • Prepare consolidated final project reports in accordance with approved reporting formats and submit to the Cash based interventions Unit coordinator for review and submission to the respective donors.
  • Liaise with the Finance unit by preparing Disbursement authorization (DA) payment requests for processing instalments of beneficiaries bi weekly payments, Service Providers fees, as well as the closure of the LoAs.
Key Performance Indicators
 
Minimum Requirements: 

Education: Secondary school education or equivalent commercial school. Bachelor’s degree in BSC in Information Science, Project Management or related science will be an advantage.

Work Experience:
  • At least five years of experience in Project M&E, monitoring methods, data processing and analysis.
  • Significant Project experience especially on Cash based Interventions including Cash for Work and Cash relief will be an advantage
Languages:
  • Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.
IT Skills:
  • Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
  • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
Office Management Skills:
  • Systematic, well structured and efficient approach to work assignments.
  • Analytical ability, accuracy and consistency. 
  • Exercise diligence and care in dealing with records and expenditures.
Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
  • Tact and courtesy. 
  • Ability to establish and maintain effective working relationships with people of different national and cultural background. 
To Apply: 

Send your application to:
   
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/28/2014 along with their current/detailed Curriculum Vitae and FAO Personal Profile Form (PPF) availablehttp://www.fao.org/employment/irecruitment-access/en/. 

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org

Applications must be received by the deadline.  

Deadline for Application: 12 August 2014     


Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.