Operations Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) Subregional Office for the Pacific Islands (SAP) is located in Apia, Samoa and covers 14 Pacific Island countries. The project “Reducing COVID-19 Related Food Insecurity in the Pacific Region” is funded by the Government of Canada for a two-year period and includes five Pacific island countries (Federated States of Micronesia, Fiji, Niue, Palau, Solomon Islands).

The Operations assistant is responsible for the day-to-day operations of the field projects assigned, and will provide assistance in ensuring the mission’s effective and efficient project planning, implementation progress monitoring and outcome evaluation

Reporting Lines

The Operations Assistant will be under the overall supervision of the FAO Subregional Coordinator (SRC) for the Pacific and in close collaboration with other technical, operational and administrative colleagues.

Technical Focus

The incumbent will provide programme development, coordination and operational assistance based on the knowledge of the local conditions, culture, language and institutions of the country of assignment. Ensure the smooth functioning of projects operations, consistent service delivery, and continuous evaluation and readjustment /improvement of the operational environment

Key Results

Effective and efficient coordination and provision of the technical and operational support of the programme and project activities

Key Functions

• Acts as a focal point for all matters related to the daily operation of the field project(s) assigned
• Prepares project task force meetings and ensures the availability of secretarial support
• Ensures timely provision of inputs for personnel, technical support services, sub-contracts, training, equipment/supplies and other needs related to project operations
• Participates in the preparation of project work plans, monitors progress and, where, necessary, identifies corrective measures to overcome operational constraints
• Assists with the management of the project budget and prepares revisions as required
• Supports the timely preparation and submission of project progress and terminal reports required (as specified in the project agreements), as well as contributing to the preparation of analytical reports
• Assists with actions related to timely field project completion/closure, including identification of project follow-up requirements
• Contributes to the preparation and/or assessment of new projects
• Ensures the quality of data/documentation in the Field Programme Management Information System (FPMIS) for all pipeline and operational field projects in the country.

Tasks and responsibilities

Project management responsibilities

• Manage, review and prepare routine documentation and correspondence relating to procurement actions including (but not limited to) identification of potential suppliers, necessary clearances prior to submission to SAP-Procurement, ensuring that all procurement supporting documents are complete;
• Assist in monitoring the project work plan, budget, procurement plan and milestones to ensure best use of project resources, recommend actions to avoid project slippage and propose mid-term corrective action as the case necessitates;
• Assist in the preparation of budgets and provision of information for audit;
• Maintain and regularly share project procurement plan;
• Provide regular updates on project expenditure;
• Maintain up-to-date and accurate financial records of the project and use these records as the basis for informing any expenses and preparing timely reports as per project needs;
• Liaise with project staff and partners (FAO units/Specialists/Contractors) for the successful conduct of activities envisioned under the project;
• Support the timely preparation and submission of project progress and terminal reports required (as specified in the project agreements), as well as contributing to the preparation of analytical reports
• Assist with reporting requirements, including progress reports, financial reporting and transaction mapping as per FAO and donor guidelines;
• Assists with actions related to timely field project completion/closure, including identification of project follow-up requirements
• Contributes to the preparation and/or assessment of new projects
• Maintenance of the project filing system;
• Maintain record of and upload relevant documents to FAO systems, and in FPMIS;
• Assist with the preparation for operational clearance, and operational and financial closure of the project, ensuring timely finalisation of all pending matters so that any pending commitments are liquidated in line with FAO and donor guidelines; and
• Ensure the operational quality of data/documentation in the Field Programme Management Information System (FPMIS) for all pipeline and operational field projects in the country
• Ensure that project budgets are entered into FPMIS, accurately and effectively.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum requirements

Candidates will be assessed based on the following criteria.

• Secondary Education with training in procurement. University Degree in Business or Public Administration would be a plus.
• Four years of relevant experience in office management, administration, accounting and/or audit, budget or finance Working knowledge of English is essential
• National of Samoa or residing in Samoa

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable.
• Extent and relevance of experience in programme/project management
• Extent and relevance of experience in public administration
• Demonstrated 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 an asset
• Proven track record of successful teamwork, good presentation/facilitation skills;
• Excellent verbal and written communication skills in English is required;
• Ability to work independently and with minimum supervision;
• Self-motivation, willingness to learn, and strong work ethics in a multi-disciplinary team environment