National Project Personnel - Operations Assistant

Organizational Setting

The position is based in FAO Representation in Islamabad, Pakistan. 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 supervision of the FAO Representative and under direct supervision of the International Operations Officer, Operations Assistant will carry out the following tasks:

Technical Focus

Provide Operations support to Operations Unit of FAO Representation in Islamabad, Pakistan.

Tasks and responsibilities

• Provide overall operations support to operations unit
• Assist International Operations Officer in preparing project task force meetings and ensures the availability of secretarial support. Operationally support the project teams in preparing Letter of Agreements (LoAs) and/or amendments to LoAs in accordance with the project document and FAO’s rules and regulations, ensuring correct templates are used, etc.;
• Assist the operations unit in reviewing LoAs and amendments to LoAs, and follow up with project teams where required;
• Monitor the status of LoAs by maintaining the LoA tracking sheet, and provide contributions to analytical reports;
• Follow up with project teams on timely submission of deliverables as outlined in the LoAs and ensuring Lead Technical Officer (LTO) clearance for narrative reports;
• Assist with processing LoA payments and closures ensuring quality compliance by checking and verifying deliverables, receipts, etc.;
• Monitor and maintain the Project Governance table including dates for regular Project Task Force (PTF) and Project Steering Committee (PSC) meetings and project reporting requirements;
• Assist in preparing PTF and PSC meetings, ensuring availability of secretarial support and timely uploading of the meeting minutes on the shared drive and in the Field Programme Management Information System (FPMIS);
• Assist in monitoring project reporting requirements and follow up with project teams to fulfil the reporting requirements;
• In line with the revised Project Cycle, help ensure data concerning the office’s field programme portfolio is up-to-date in the Field Programme Management Information System (FPMIS), with relevant project documentation uploaded as appropriate;
• Assist the operations unit in financially closing projects by following up on financial actions related to field programme/project staff/NHSR recruitment, management and support; travel; payments; and procurement;
• Perform other duties as required.
• Make arrangements for field programme-related meetings, seminars and events: implement logistics, prepare correspondence, compile and distribute documents, make administrative arrangements;
• Initiate and follow up on administrative and financial actions related to field programme/project staff/NHSR recruitment, management and support; travel; payments; and procurement;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Graduate preferably in Administration or finance
• Minimum Two (2) Years (At least in Operations with competence in Finance)
• Working experience with UN and/or international organizations will be an asset;
• Strong command over spoken and written English;
• Computer skills in Office Applications Including Excel, Word, Outlook, Power Point;
• Good working knowledge of English
• National of Pakistan

FAO Core Competencies

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

Technical/Functional Skills

• Remain open to change and ability to manage complexity.
• Ability to work and act under pressure and with discretion in multicultural environment.
• Demonstrate capacity to plan, prioritize and deliver tasks on time to meet goals in a high pressure environment.
• Maturity and confidence in dealing with high ranking official of government institutions, international institutions and non- government institutions.
• Understanding of the purpose and functions of technical programmes, operational guidelines and programme/project management procedures, preferably those adopted by the United Nations or FAO would be considered
• Working experience with UN and/or international organizations will be an asset;

Selection Criteria

Candidates will be assessed against the requirements listed above.

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/