Operations Assistant (SC4)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and program aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in FAO's global mandate and Strategic Objectives. More specifically, FAO's response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building, and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

Reporting Lines

Under the overall supervision of the FAO Representative in Somalia. The incumbent will directly report to Senior Program Officer-Operations (Head of Operations).

Technical Focus

The incumbent impacts on the timely and efficient delivery of the immediate work unit’s program. Specifically, he/she will handle administrative actions necessary for the timely implementation of projects, including recruitment actions, briefing schedules, and procurement of equipment, works and services as well as partnership agreement (LoA and LoU) and Travel Authorizations.

Tasks and responsibilities

•    Provide support in the day-to-day work related to project activities in line with the approved work-plans.
•    On instruction of the supervisor, prepare a broad variety of administrative actions necessary for the timely implementation of projects, including recruitment actions, briefing schedules, and procurement of equipment, works and services as well as partnership agreement (LoA and LoU) and Travel Authorizations.
•    Maintain up to date basic records required for project implementation and reference records on directives and procedures relating to field operations work; reconcile operational records with other corporate records of the organization.
•    Liaise with field staff on all administrative and operations matters as requested.
•    Assist the Operation Officer to ensure the completeness and quality of data and documentation in the Field Program Management Information System (FPMIS) for all field projects in the country, including proposals in the pipeline throughout the project cycle.
•    Support the monitoring of the financial situation (budget, cash flow forecasting, and expense allocations) of projects, ensure proper project budget management, and assist in preparation of project/budget revisions as required.
•    Support all concerning the opening/completion/closure of field projects, including raising of PRs/POs in GRMS and identification and follow up of back charges and project follow up requirements with regards to PO closure and transfer of equipment to and from partner/counterpart institution.
•    Assist the Operations Officer in FAO financial/operational systems including FPMIS/GRMS.
•    Prepare analytical and financial reports on project financial performance as requested by the Operations Officer.
•    Follow up on clearance of pending commitments and general clean-up of the commitment tracker to facilitate closure of the project.
•    Support the review of final financial report and statements, invoices, list of all supporting documents submitted by the Implementing Partner and compile the evaluation reports of the service providers in preparation of clearing final LOA payment.
•    Critically analyze and review payments to ensure that they are in line with the POs and contracts.
•    Process all interim and final LOA payments after the reports have been approved and receipt in GRMS.
•    Support in planning trainings/workshops and all travel related activities.
•    Prepare monthly operational delivery reports from FPMIS.
•    Perform other related duties as required.

Minimum Requirements 
   
•    University degree in social sciences, Administration, Finance, Program Management, or related Field
•    Four years of relevant experience in the provision of program/projects support services
•    Working knowledge (level C) of English and Somali
•    National of Somalia

FAO Core Competencies

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

Technical/Functional Skills

•    Extent of experience in program/project management and administration.
•    Ability to communicate clearly and concisely both orally and in writing.
•    Ability to identify and resolve problems expeditiously and pragmatically.
•    Tact, initiative, and sound judgement.
•    Knowledge of and/or experience with the UN system.
•    Experience in project operations.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 
•  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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