Administrative Specialist (Sub-Office Administrator)

Overview

Support administrative services for FAO's operations in Yemen.

You have:

• Advanced university degree Business administration, Finance, Commerce, or any related field
• At least five years of progressively responsible experience in the fields of administration, accounting or finance
• Working knowledge of English and Arabic languages, both spoken and written.
• National of Yemen.

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall guidance of the FAO Representative (FAOR) Head of Operations, Head of Office in Aden and the direct supervision of the Administrative Officer and work closely with Assistant FAO Representative (Admin) in FAO Yemen.

Technical Focus

Support the delivery of quality, customer-focused, value for money administrative services that enable staff in country operations in line with FAO Policies

Tasks and responsibilities

• Coordinate and supervise the implementation of the Project activities in the respective areas of operations • Establish linkages with appropriate national, governorates and district authorities, UN agencies and NGOs active in the project’s areas of intervention • Supervise a team of national technical and administrative assistants • Coordinate the implementation of the admin work in the field office. • Provide support to the management of the contracts’, supplies and services of the office and guesthouse in the field office • Coordinate and maintain the admin procurement plan and keep it up to date • Maintain liaison with local banks and financial institutions to keep up to date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.). • Participate to the office petty cash fund controls and ensure that planning method are in place for timely replenishment. • Ensure that operational advances are used in compliance with related rules and SOPs and ensure their proper and timely clearances • Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries received locally, and obtain additional information on transactions and financial matters, as required. • Ensure a filing system of administrative and financial documents is in place and maintained • Assist in the process of budget monitoring and budget revisions. • Establish active linkages with UN agencies and OMT group, in the admin areas of work in the field office • Work closely with the Head of office in Aden and Admin team in Sana’a to devise appropriate strategies and approaches to ensure optimum use of available resources thereby enhancing the impact of Admin activities implementation in the field office. • Assist the Office in Aden in the development and timely preparation of detailed work plans and budgets for all Admin activities in the field office and ensure effective implementation. • Facilitate the achievement of joint Admin results by timely monitoring of the progress of Admin activities implementation and ensure on-going monitoring and timely reviews of work plans. • Assist the development of Admin Trackers for the field office and periodical review of the Admin Work plan and report or update on risks management related matters. • Assist in coordinating the production, submission, and dissemination of monthly, quarterly, annual and other required reports, updated trackers and consolidated results of the admin work in the field office. • Undertake periodic updates to FAO management team to seek strategic guidance and quality assurance. • Coordinate the office and Guesthouse management and space plans for newcomers and joiners. • Assist in facilitating missions and coordinate the accommodation plan • Ensure that strong coordination and partnership is created with pertinent UN partners in Aden • Support Admin meetings and organisation and ensure will be held regularly, liaising with Sanaa Admin on regular basis • Assist in synthesizing best practices and lessons learned from Admin challenges for sharing between programme and Operations • Represent FAO Admin in Aden for the different UN coordination meetings and forums as directed by the Head of Office in Aden and FAO management • Perform other duties as required and instructed by the supervisor • Assist in the development of detailed work plans and budgets for all programme activities in the field office and ensure effective implementation of FAO Programme • Prepare monitoring plans and ensure timely monitoring of the activities • Assist in coordinating the production, submission, and dissemination of all reports. Assist in the production of other reports, including bulletins, lessons learnt, visibility and communication material • Facilitate missions and field visits from FAO colleagues, donor and others, as required • Ensure the establishment of strong coordination with pertinent government and non-government actors • Perform any other related duties as assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree Business administration, Finance, Commerce, or any related field • At least five years of progressively responsible experience in the fields of administration, accounting or finance • Working knowledge of English and Arabic languages, both spoken and written. • National of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Exchange) and Oracle, or any related software, etc. • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format. • Demonstrated experience to cooperate with multi-disciplinary teams • Excellent communication skills • Proven ability to meet deadlines with excellent skills to work under pressure. • Systematic, organised and well-structured and efficient approach to work assignments. • Analytical ability, accuracy, and consistency. Exercise diligence and care in dealing with records and expenditures • The incumbent must possess a cooperative spirit, flexibility, and openness to work in an international environment. • Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background • Work experience in more than one location or area of work • Extent and relevance of experience in Project and Programme Management • Familiarity with the work of humanitarian organizations • Ability to plan, organize, implement and report • Ability to work within a team of professional staff from diverse technical and cultural backgrounds • Ability to work anywhere in the country • Proven experience in reporting and computer skills

Selection Criteria

• Demonstrated capacity to plan, advise and guide planning processes • Demonstrated capability to manage and coordinate implementation of agricultural/rural development projects • Demonstrated ability to liaise with multiple agencies, effectively building an understanding and partnership with other UN bodies, NGOs, and governmental agencies • Ability to plan, organize, implement and report • Ability to work within a team of professional staff from diverse technical and cultural backgrounds • Ability to work anywhere in the country • Previous working experience in the areas of implementation of the project

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• 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.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: fao.org