Administrative Officer (Finance and Administration)

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. The Programme Management Unit (PMU) of the FAO-Saudi Technical Cooperation Programme facilitates, coordinates and manages all technical and advisory services to be provided by FAO to the Saudi Ministry of Environment, Water and Agriculture (MoEWA) and its sister agencies. The project “UTF/SAU/051/SAU Strengthening MoEWA’s Capacity to Implement the Sustainable Rural Agricultural Development Programme” is the first project that has been approved within the framework of FAO-Saudi Technical Cooperation Programme (2020-2026). The project will provide technical and advisory assistance to the MoEWA in implementing its flagship sustainable rural agricultural development programme that has recently been approved within the context of the National Transformation Programme of the Saudi Vision 2030. The project expected results will be achieved through implementation of nine project components: 1) Development of coffee Arabica production, processing and marketing; 2) Development of beekeeping and honey production; 3) Development of rose production and trade; 4) Development of sub-tropical fruits production, processing and marketing; 5) Strengthening capacity of small-scale fishermen and fish farmers; 6) Strengthening capacity of small-scale livestock herders; 7) Development of rain-fed cereals production; 8) Enhancing value addition from smallholdings and rural activities; and 9) Strengthening MoEWA’s capacity in sustainable management of rangelands, forests and natural resources to support rural livelihoods.

An overall plan and budget of the Project UTF/SAU/051/SAU has been developed and approved, including activities and outputs that are expected to be accomplished under the Project and the resources required for the establishment and operation of the PMU. Requirements for international technical expertise of each component as well as the PMU have been identified. In order to ensure a coordinated, smooth, timely and successful implementation of the project, long-term competent international technical advisors/officers have been appointed as Component Managers to each of the nine components and the PMU.

This post is located in the FAO Technical Cooperation Programme and based in Riyadh, Kingdom of Saudi Arabia.

Reporting Lines The Administrative Officer (Finance and Administration) reports to the FAO Programme Coordinator in the Kingdom of Saudi Arabia.

Technical Focus Administrative, budgetary and financial service provisioning, modernization, innovation and change aimed at managing for results, including procurement, finance, human resources, travel, IT, inventory and asset management, meetings, registry, safety and security.

Key Results Provision of administrative polices, services and analysis to support programme and projects, products and the development of specialized tools, methodologies, systems and/or databases to support the planning, implementation/delivery and monitoring of the programme of work and related products, projects, publications, and services.

Key Functions • Advises in the preparation of the Programme of Work and Budget (PWB) in consultation with relevant technical officers and headquarters’ technical divisions; prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitor effectively budgetary trends. • Prepares periodic budget reports for submission; prepares post planning and monitoring and other regular and ad hoc reports. • Contributes to the development of results-based management concepts and 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 on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures. • Establishes effective working relationships with Government counterparts at appropriate level for Government Contributions to the work programme. • Oversees operational and staffing requirements of the Office and its projects, and ensures optimal staffing of the office and projects. • Participates in review meetings to assess managerial and operational capacities, scrutinize reliability and solvency of selected implementing partners. • Assesses training needs and encourages training events as well as other human resources-related activities. • Optimizes the management of Office's premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and be responsible for security for MOSS compliance. • Establishes and maintains partnership with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries. • Organizes and participates in meetings, workshops, celebrations and other events.

Specific Functions • Advises the FAO Programme Director in the general administration and smooth functioning of the FAO-Kingdom of Saudi Arabia (KSA) Technical Cooperation Programme as well the management and administration of projects, staff, assets, premises, including finance and procurement, with an emphasis on the effective planning and utilization of human and financial resources. • Assists in the development of work methods, procedures and systems by reviewing a variety of personnel, budget, and financial documents to ensure that they conform to relevant regulations, policies and procedures. • Ensures the correct interpretation and implementation of financial and administrative rules and procedures of the Organization. • Manages and streamlines procedures of FAO Saudi Arabia Administrative Support Unit, and supports 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 Saudi Arabia, including support to relevant UN Reform processes. • Monitors adherence to administrative procedures, oversees, detects and helps to manage and prevent administrative and financial risks, and suggests mitigating factors to local teams as well as senior management. • Performs all procurement processes in accordance with the relevant FAO rules and procedures under the technical guidance of Procurement Services (CSLP), and monitors timely exchange of information on the status of procurement activities and all related issues; and participates in Tender Opening Panel (TOP) and Local Procurement Committees (LPC) as required. • Develops, maintains, streamlines and manages all procedures and activities related to Money Transfer Operators and corporate services in Saudi Arabia to ensure transparency and accountability in accordance with compliance requirements. • Manages preparation and monitoring of the contracts signed with vendors, facilitates meeting all requirements needed for signing and executing Letters of Agreement (LoA) with relevant projects partners; manages preparation and signing of OPA (Operational Partners Agreement), ensures close follow up, monitoring of their implementation, and confirms good receipt of goods and services. • Coordinates human resources-related activities in accordance with established rules and procedures in consultation and under the overall policy guidance of the HR Unit at the Regional Office for the Near East and North Africa as well as the Human Resources Division (CSH) at headquarters. • Ensures smooth operation and maintenance of vehicles, monitors expenditure against assigned projects budgets by operations for small time payments and general running costs related payments. • Coordinates and manages provision of travel-related services and logistic support and function for the successful achievement of the FAO Saudi Arabia technical cooperation programme ensuring quality and consistency of processes and procedural guidance to clients travel support personnel. • Ensures the maintenance of a reliable IT infrastructure to FAO-KSA Technical Cooperation Programme and leads preparation and updating of the FAO-Saudi Office Business Continuity Plan and uploading in the COIN system. • Provides functional support and training to Administrate Support Unit personnel on best practices and usage of corporate tools. • Ensures compliance with UN Security Risk Management Measures (SRMM) in FAO KSA offices and operations, ensures that personnel of FAO-Saudi technical cooperation programme completes all mandatory security courses, and prepares report on the status of the SRMM and uploads it in the Country Office Information Network (COIN) system. ______________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements • Advanced university degree in business or public administration, accounting or a related field. • Seven years of relevant experience in financial management, administration, planning and operations. • Working knowledge (proficient - level C) of English and Arabic.

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. • Extent and relevance of experience in financial management, administration and planning. • Extent and relevance of experience in organizing programme proposals and budgets and monitor programme implementation. • Demonstrated ability to enhance, modernize and innovate business processes and support change management initiatives, while ensuring positive working relationships with nationally and culturally diverse complex teams. • Computer literacy, including knowledge of computerized accounting systems used in complex international organizations. • Experience in using innovative technologies, approaches and tools in managing teams, business process, and in managing for result. • Knowledge and experience with databases, accounting and financial modules, and corporate applications. • Extent and relevance of experience in risk management. • Extent and relevance of knowledge of United Nations rules and operational procedures and the UN reform process.