National Project Personnel - Operations Assistant

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing programmes for addressing countrywide food, agriculture and rural development priorities in Yemen. This position is based in FAO Representation in Sanaa, Yemen. FAO implements a wide range of agriculture related activities in the country with main focus on building resilience and addressing food insecurity of the crisis affected rural population.

Reporting Lines

Under the overall supervision of the FAO Representative in Yemen and under direct supervision of the Operational Officer. The incumbent reports to the FAO Head of Operations and works closely with the Operations Expert.

Technical Focus

Support to implementation of FAO's emergency and resilience agenda at country level.

Tasks and responsibilities

• Provide support in the day-to-day work related to project activities in line with the approved work-plans;
• Based on programme requests, prepare a broad variety of administrative actions necessary for the timely implementation of projects, including recruitment actions, briefing schedules and procurement of equipment, works and services as well as partnership agreements, and Local Travel Authorizations;
• Maintain up-to-date basic records required for project implementation, and reference records on directives and procedures relating to field operations work; reconcile operational records with other corporate records of the organization regarding personnel, budget and expenditure monitoring, training, purchases, contracts and reports;
• Ensure the completeness and quality of data and documentation in the Field Programme Management Information System (FPMIS) for all field projects in the country, including ongoing projects and proposals in the pipeline;
• Support the monitoring of the financial situation (budget, cash flow forecasting, and expense allocations) of projects, ensure proper project budget management, and assist in preparation of project/budget revisions as required;
• Support all concerning the opening/completion/closure of field projects, including raising of Purchase Requisitions (PRs) in GRMS and identification and follow up of back charges and project follow-up requirements with regards to PO closured and transfer of equipment to and from partner/counterpart institution and/or to another project/representation;
• Assist the Operations Specialist in FAO financial/operational systems including FPMIS/GRMS and support the preparation of analytical and financial reports on project financial performance as requested by the Operations Specialist;
• Follow up on clearance of pending commitments and general clean-up of the commitment tracker.
• Support the preparation and review of project financial reports and statements, invoices, list of all supporting documents submitted by the Implementing Partner and compile the evaluation reports of the service providers in preparation of clearing final LOA payment;
• Critically analyse and review payments to ensure that they are in line with the POs and contracts;
• Review and process all interim and final LOA payments after the reports have been approved by responsible officer and record receipts in GRMS;
• Support in planning training and all travel related activities;
• Any other duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree preferably in administration or finance.
• Minimum 3 Years (At least in Operations with competence in Finance).
• Good working knowledge of English.
• National of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Computer skills in Office Applications Including Excel, Word, Outlook, Power Point;
• 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:

• Relevance and level of academic qualifications;
• Extent of experience in programme/project management and administration;
• Ability to communicate clearly and concisely both orally and in writing;
• Ability to identify and resolve problems expeditiously and pragmatically;
• Tact, initiative and sound judgement;
• Knowledge of and/or experience with the UN system; experience in public administration.

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.