Food and Agriculture Organization of the United Nations South Sudan

Professional Vacancy Announcement No: 11/15/FSS

Issued on:

11-06-2015

Deadline For Application:

01-07-2015

Position Title:

Information Management Assistant

Grade Level:

NPP( SB2, level 5)

Duty Station:

Juba

Organizational Unit:

FRSSD

Duration ∗:

6 months renewable

Post :

N/A

CCOG Code:

N/A

General Description of task (s) and objectives to be achieved

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. This incumbent will be hired as a National Project Personnel (NPP) for a minimum period of two (3) to twelve (12) months and extension of contract is subject to extension of the mandate and availability of funds. Staff members are subject to the authority of the FAO Representative and to assignment by him/her; in this context staffs are expected to periodically move to a new location in accordance with established rules and procedures.

Duties and Responsibilities:

The Data Assistant works under the direct supervision of the Information Manager and the general supervision of the Cluster Coordinator and performs the following duties:

• Manage the Food Security Cluster (FSC) reporting database; Print actuals received, file in folder, input the information in the database and produce a report on who has reported

• Analyse and process requests for a variety of data;

• Prepare periodic reports, statistical information and tables;

• Trouble shoot issues with database, reporting and membership contributions;

• Maintain accurate records and files within the field of work; Filing minutes, presentations and attendance sheets following specific filing criteria

• Manages basic database to capture, store, analyze and retrieve contact data of food security cluster partners

• Ensures that participants sign in on the attendance sheets during each FSC weekly coordination meeting at OCHA which is then attached to the minutes;

• Updates the mailing list; Compiles all attendance sheets and keeps track of assistance.

• Upload documents on the FSC website

• Enter meeting dates on the calendar

• Update the number of meetings that have taken place in the states and average of participants, per 1 single month

• Update contacts from OCHA drive

• Book meeting rooms

• Send reminder to partners

• Participate in data entry, takes minutes of the FSC meetings at National Level;

• Supports the FSC Working groups;

• Supports Area coordinators i.e. SitReps required by OCHA, and follows up on field FSC meetings, and update the tracking tool. Get the minutes and follow up their clearance.

• Support in training and support membership of Food Security Cluster (FSC) reporting tool use, functions and updates;

• , government agencies, other UN agencies, institutions, project sites, etc., to take and deliver items and communications and keeps records as required;

• Performs other related duties as required.

Qualification Requirements

Education:

Completed secondary education (high school diploma or equivalent). Additional technical certification in agriculture or a related discipline would be an advantage.

Work Experience:

At least five (5) years of experience working in an international environment in the area in food security or emergency relief; experience in database design and maintenance is desirable.

Languages:

Good knowledge of the local language(s) (level B). Fair knowledge (level A) of the FAO official language used at the duty station (English, French or Spanish) is required.

Knowledge and Skills:

Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, and technical cooperation. Knowledge of any UN or NGO food security and livelihood operations in South Sudan. Experience utilising computers, including word processing, spreadsheet and power point.

Interpersonal Communication Skills:

The Assistant Information Manager demonstrates confidentiality with the data that is managing, respects line of reporting and openness in sharing information when requested and keeping clients and colleagues informed; Speaks and writes clearly and effectively.

REMUNERATION  (will be determined based on the  years’ of experience in the field of assignment )

TO APPLY: Carefully read and follow the Guidelines to applicants

Send your application to:

V.A  no 11/15/FSS

Send your applications  to This email address is being protected from spambots. You need JavaScript enabled to view it. and you can download Personal History Form from : http://fao.org/VA/adm11e.dot