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Organizational Setting
FAO Representation in the Republic of Moldova, works closely with the Government of the Republic of Moldova and national stakeholders to support sustainable agricultural and rural development, food security, improved livelihoods, resilient agrifood systems, and other priorities under FAO’s mandate in the country. Within this broader context, FAO Moldova implements and supports a diverse portfolio of projects and initiatives to advance sustainable agriculture and rural development, strengthen food security and livelihoods, support climate-resilient and sustainable agrifood systems, improve agricultural productivity and market access, and strengthen national and local institutions. These activities are implemented in close collaboration with the Government of the Republic of Moldova, national and local authorities, development partners, farmers and their organizations, and other relevant stakeholders.
Technical Focus
The incumbent will provide day-to-day implementation, administrative, and coordination support to facilitate the effective implementation of FAO projects and programmes in Moldova. The position will support project planning and implementation, budget and expenditure monitoring, procurement, recruitment, travel, partner and consultant coordination, documentation, reporting, and the timely completion of related administrative processes in accordance with FAO rules, procedures, and approved workplans. The position will contribute to effective coordination and information flow among the FAO Moldova projects team, government counterparts, implementing partners, consultants, and other stakeholders. The incumbent will also support monitoring of project delivery, identify administrative or operational issues requiring follow-up, and ensure that relevant information and documentation are appropriately recorded in FAO corporate systems.
Reporting Lines
The incumbent will work under the direct supervision of the Assistant FAO Representative in the Republic of Moldova, in coordination with the national coordinators and relevant technical officers and guidance of the Field Programme Officer (FPO) at FAO Regional office for Europe and Central Asia (REU). The Project Assistant will undertake the following responsibilities:
Tasks and responsibilities
The incumbent will perform the following tasks and responsibilities:
- Assist the Budget Holder throughout the entire project lifecycle, from inception to closure, and support Project Coordinator in a daily follow- up and coordination of the project’s implementation according to the approved work plan.
- Support all phases of the project cycle, and follow through on all necessary administrative actions, following FAO standard procedures and requirements.
- Maintain up-to-date project data in FPMIS, including responsibilities, document uploads, FPSN comments.
- Organize and provide secretariat support for Project Task Force meetings.
- Assist in the preparation of budget revisions and mapping of transactions following the BH approval.
- Assist with the recruitment of national specialists in line with FAO rules and regulations.
- Monitor and review project budgets, track expenditures and resources, and identify inconsistencies or accounting errors.
- Assist in drafting Letters of Agreement (LoAs) and Operational Partners Agreements (OPAs) according to the FAO rules and guidance.
- Submit purchase requisitions/orders in GRMS for relevant actions and effectively follow-up on their status through to finalization, ensuring that all procurements are completed within established timelines and in compliance with FAO rules.
- Monitor partner performance and support implementation of quality assurance measures in coordination with Project team and BH.
- Provide logistical support for missions, workshops, trainings, and study tours.
- Coordinate travel arrangements and recruitment procedures for project personnel.
- Maintain inventory and ensure proper archiving of project documentation.
- Liaise with national counterparts, consultants, and stakeholders to ensure smooth implementation of project activities.
- Facilitate communication and documentation between FAO and implementing partners.
- Assist in monitoring progress of project activities and updating FAO corporate databases (e.g., FPMIS, PAID, PIRES).
- Draft minutes of meetings and share them in a timely manner.
- Translate documents and materials into English or Romanian, as required.
- Perform any other duties required to ensure the successful implementation of FAO projects and priorities in Moldova.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Qualifications
- University degree (Bachelor’s) in Project Management, Public Administration, International Relations or a related field.
- Minium two years of relevant experience in project management, international organizations, communication.
- Full proficiency/Working knowledge of English and Romanian.
Technical/Functional Skills
- Extent and relevance of experience in project coordination, project management and administration
- Experience in Microsoft Office applications, particularly Excel, Word and PowerPoint
- Strong skills in documentation, reporting and coordination
- Good communication and writing skills.
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
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