International Operations Specialist

Organizational Setting

The Food And Agriculture Organization of the United Nations (FAO) Subregional Office for the Pacific (SAP) covers Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Republic of Marshall Islands, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. FAO SAP is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional agriculture, food, nutrition and rural development priorities. FAO SAP develops and maintains relations with subregion-wide institutions including the Council of Regional Organizations in the Pacific (CROP). The Subregional Office is a subsidiary of FAO’s Regional Office for Asia and the Pacific (RAP) in Bangkok.

Reporting Lines

The International Operations Specialist will work under the overall supervision of the FAO Subregional representative for the Pacific (SRC), and in close cooperation with SAP Lead Technical Officer (LTOs), projects’ and FAO staff.

Technical Focus

• Act as a focal point for all project operational matters, organize and handles the day-to-day operational activities and takes action in consultation with supervisors on any issues which arise during the execution period;
• Monitor the project work plan, budget, procurement plan and milestones to ensure best use of project resources, recommend actions to avoid projects slippage and proposes mid-term corrective action as the case necessitates;
• Prepare project task force meetings and provides secretariat support;
• Ensure the timely provision of project inputs (personnel, technical support services, subcontracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors and in liaison with other support units;
• Participate in the preparation of project work plans, monitors progress and identify corrective measures to overcome operational constraints;
• Review and monitor the project budget, prepare requests and revisions as required, maintain and monitor budget expenditures and resources, review project transaction listings with a view to identify errors in accounting against budget lines;
• Prepare and submit the project implementation reports and any other reports required by the Organization;
• Ensure the completeness and quality of data and documentation in the FAO corporate systems (e.g. GRMS, FPMIS);
• Prepare analytical reports on project performances as required;

Tasks and responsibilities

Ability to undertake the following activities:

• Provide operational support for other related fisheries projects;
• Participate in meetings, supports information sharing, planning/coordination of activities and supports day-to-day operations of the projects;
• Prepare supporting documents for meetings, as per project needs;
• Monitor the project budgets and oversee budget preparation, budget revisions, and closing of projects;
• Prepare regular financial reports;
• Maintain up-to-date and accurate financial records of the projects and use these records as the basis for informing any expenses and preparing timely reports as per project needs;
• Assist in the preparation of documents for the Invitation To Bid (ITB), Request For Quotation (RFQ), Request For Proposal (RFP), and Letter of Agreement (LoA) in collaboration with the technical teams and lead technical officers (LTOs);
• Participate in the local purchase committees and advise on procurement related procedures;
• Monitor the project indicators and alert in view of minimizing the occurrence of 'Management Issues';
• Support project review and monitoring to assess progress at regular intervals and communicate with relevant stakeholders to address project implementation bottlenecks;
• Provide support to project task force, steering committee meetings, project workshops as required;
• Carry out operational backstopping visits when necessary;
• Contribute to and or prepare reference documents, periodical and final narrative and financial reports as required for the management of the project and the donors as described in related specific agreement.
• In close consultation with project LTO/CTA/Team Leader, support inthe recruitment of project staff/consultants
• Provide operational support and guidance to the project staff/consultants, as and when needed.
• Establish electronic workflow system for tracking of admin and procurement requests.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Business Administration, Commerce, or equivalent discipline and strong understanding of administration, finance, and budgeting system.
• At least five years of relevant experience in project support, operations and / or finance;
• Working knowledge of English and limited knowledge of one of the other FAO languages (Arabic, Chinese, French, Russian, Spanish) for Consultants. Working knowledge of English will be sufficient for PSA.SBS.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to use computer and good knowledge of MS Office packages (excel and word) and other office software.
• Initiative and sound judgement, and capacity to work independently.
• Good communication and interpersonal skills.