Administrative Officer

Organizational Setting The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

FAO’s Subregional Office for the Pacific Islands (SAP) is responsible for developing promoting, overseeing and implementing agreed strategies for addressing regional food, agriculture, rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). It assists the FAO Representations in the subregion with addressing food security, agriculture and rural development issues at country level. The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).

The post is located in SAP, Apia, Samoa.

Reporting Lines The Administrative Officer reports to the Subregional Coordinator for the Pacific Islands (SRC/SAP) with technical guidance from the Senior Administrative Officer in RAP.

Technical Focus Sound management principles for efficient and effective businesses processes, work practices, procedures and applications aimed at managing for results. Administrative, budgetary and financial rules and regulations of complex international organizations, including procurement, finance, human resources, travel, meetings, registry, maintenance and security. Computerized accounting systems. Administrative and financial service provisioning, modernization, innovation and change management. Risk management, oversight and control combined with streamlined bureaucracy and back-office-services.

Key Results Develop, implement, monitor and evaluate assigned programme/projects and advise on general administrative-related matters.

Key Functions • Advises the SRC in the preparation of the Programme of Work and Budget (PWB) in consultation with relevant technical officers and the technical divisions at headquarters; prepares and consolidates the Subregional Office (SRO) workplans for submission to the Office of Strategy, Programme and Budget (OSP) and the respective technical divisions at headquarters; proposes revised plans and strategic measures to the SRC to implement successfully the biennial programme of work and monitors effectively budgetary trends; • Prepares SRO periodic budget reports for submission to the SRC and OSP; prepares post planning and monitoring and other regular and ad hoc reports; • Contributes to the development of results-based management concepts as well as policies and monitoring and reporting procedures; • Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness; • Overviews the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines; • Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training staff in other FAO Representations/SROs and host governments on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures; • Assesses training needs and encourages training events as well as other human resources-related activities; • Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; is responsible for security for Minimum Operating Security Standards (MOSS) compliance; • Establishes and maintains partnerships with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries; • Organizes and participates in subregional meetings, workshops, celebrations and other events; • Performs other related duties as required.

Specific Functions • Advises the SRC in the general administration and smooth functioning of the Subregional Office as well the management and administration of programmes, projects, staff, premises, including finance and procurement, with emphasis on the effective planning and utilization of human and financial resources; • Ensures the correct interpretation and implementation of financial and administrative rules and procedures of the Organization; • Oversees, detects and helps to manage and prevent administrative and financial risks; • Ensures that procedures for purchasing goods and services are implemented and authorized according to the rules and procedures (Best value for money) and that the importation and clearance of goods and equipment comply with relevant regulations; • Ensures the maintenance of a reliable information technology (IT) infrastructure; • Supports, in liaison with RAP and headquarters, change management initiatives to modernize and innovate existing systems and business processes, so that they are quicker, more efficient and more responsive to the evolving demands of Members, including support to relevant UN reform processes; and • Ensures that actions related to quality, financial and risk management be handled efficiently. ______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements • Advanced university degree in business or public administration, accounting or a related field. • Five years of relevant experience in financial management, administration and planning. • Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

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

Technical/Functional Skills • Work experience in more than one location or area of work, particularly in field positions. • Relevance of experience in financial management, administration and planning. • Extent and relevance of experience in coordinating resource management and its effective monitoring.