National Project Personnel - Operations Assistant

Organizational Setting

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 in Ethiopia, the Operations Assistant reports directly to the Operations Officer and works in close collaboration with FAO colleagues of the Operations Unit and in the FAO Ethiopia Office.

Technical Focus

The Operations Assistant provides operations support services in the formulation and implementation of the FAO field programme in Ethiopia. He/she ensures the smooth running of the operational activities and effective processing of information. The job role requires knowledge and experience of operations and administrative procedures and practices.

Tasks and responsibilities

• Assist in providing day-to-day operational support to all field projects/programmes in Ethiopia; • Compile and submit Purchase Requisitions (PR) through the Global Resources Management System (GRMS) for the procurement of FRETH programme and project inputs (including workshop/meetings facilities and supplies); ensure that the specifications of goods or services are clearly defined and are attached to the GRMS Purchase Requisition submitted for processing; • Monitor action taken against PRs submitted through GRMS to ensure that they are approved; take action on PRs rejected or returned for more information; • Establish and maintain up-to-date basic records required for project implementation, and reference records on directives and procedures of a technical or administrative nature relating to field operations work; • Reconcile operational records with other corporate records of the organization regarding personnel, budget, training, purchases, contracts and reports; • Assist in preparing projects procurement plans; follow up the preparation and submission of requisitions; monitor the receipt of goods and services against approved POs; • Maintain and update local budget databases with local commitments (not entered in GRMS) that have been cleared; • Analyse and summarize data from various sources, including FAO corporate systems, such as COIN, FPMIS, IMIS, country databases, etc.; • Process, format and proof read documents and correspondence from draft texts as required; • Participate in FAO Admin/Operations/Programme meetings, as per planned schedule, and take minutes as requested; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Candidate should be national of Ethiopia • Secondary school education supplemented by courses in a field related to project management, accounting, finance, business administration, international cooperation, or other relevant trainings • At least 4 years of relevant experience in financial, administrative, operational and/or project management support work. • Working knowledge of English (C); Good knowledge of the local language(s) (level B) • Good knowledge of MS Office applications (MS Word, Excel, Power Point, etc.)

FAO Core Competencies

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

Technical/Functional Skills

• Extent and relevance of experience in the field of project operations and/or administrative support • Capable of working under pressure in a multitasking position and in multicultural environment. • Demonstrated ability to organize office work and prepare correspondence on own initiative; • Demonstrated communication skills, both orally and in writing; • Ability to work in a team and attention to detail; • Good experience in the usage of computers and office software packages (MS Word, Excel, etc.); • Basic knowledge of FAO's corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset; • Display initiative and take responsibility for achieving agreed outputs within set deadlines and closely follow-up until successful outputs are achieved. • Continue to seek new, innovative and improved methods and systems for accomplishing the work assigned.

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. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.