Operations Officer

Organizational Setting

The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the Region and, in collaboration with departments and divisions at Headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAP develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The Operations Officer will actively contribute to the effective implementation of the programme “Support to Rural Entrepreneurship, Investment and Trade in Papua New Guinea (STREIT PNG)”, which is a Government of Papua New Guinea (GoPNG)/United Nations Joint Programme (UNJP) Partnership funded by the European Union (EU). Implementation is led by FAO in cooperation with The United Nations Development Programme (UNDP), The United Nations Capital Development Fund (UNCDF), The International Labour Organization (ILO) and The International Telecommunication Union (ITU). The five-year Programme (2020-2025) will be implemented initially in the Provinces of East and West Sepik with the overall objective to increase sustainable and inclusive economic development of rural areas. The Programme will focus on the cocoa, vanilla and fishery (coastal, riverine and aquaculture) value chains with the specific objectives to: (i) increase economic returns from these value chains; and (ii) strengthen climate resilient and more efficient value chain enablers.

Reporting Lines

The Operations Officer reports to the Programme Coordinator.

Technical Focus

Lead and coordinate the operational support function of the field programme including emergency, rehabilitation and development projects, both national and regional/global projects.

Key Results

The provision of operations support services.

Key Functions

• Acts as focal point for all project operational matters, organizes and handle day-to-day operational activities of the field programme (including emergency, rehabilitation and development projects, both national and regional/global projects) and takes action, in consultation with the supervisors, on problems which arise during the execution period;

• Prepares project task force meetings and ensure the secretariat of such meetings;

• Ensures 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 by liaising with other support units;

• Participates in the preparation of project work plans, monitor progress and, where necessary, identify corrective measures to overcome operational constraints;

• Reviews and monitors project budget and prepare requests and revisions as required; maintains and alerts about budget expenditures and resources; reviews project transaction listings with a view to identifying errors in accounting against budget lines;

• Prepares and submits the Project Implementation Reports and any other reports required by the Organization;

• Ensures the complete and quality of data and documentation in the FAO corporate systems (GRMS, FPMIS, etc.) for all assigned operational field projects/activities;

• Prepares analytical reports on project performances, as required;

• Coordinates action concerning the completion of field projects and arranges for timely and adequate reporting, including identification of project follow- up requirements;

• Contributes to the formulation of project proposals according to FAO's procedures and prepare project documents for technical clearance and final approval under different funding arrangements;

• Performs other duties as required.

Specific Functions

• Ensures compliance with corporate and programme quality requirements for project GCP/PNG/010/EC and selected programmes under implementation in FAO PNG Country Office;

• Guides and trains relevant FAO team/personnel in the country on project implementation in accordance to the Project Cycle, including compliance with project objectives, donor regulations, budgetary management, and monitoring of the approved field expenditures;

• Reviews current operations processes in the project offices in the Sepiks and Port Moresby and makes recommendations to improve the relevant practices while up keeping with FAO operational rules and procedures;

• Prepares the operational and procurement plans under the EU-STREIT project for the timely provision of inputs for personnel, technical support services, subcontracts, training, equipment/supplies and other needs related to the project’s operations in line with the project’s work plan and procurement plans;

• Supports the preparation of the EU-STREIT work plans, monitors progress and, where necessary, identifies corrective measures to overcome operational constraints; coordinates the timely preparation and submission of project progress reports;

• Liaises with relevant FAO technical units at the FAO RAP office, as well as any other technical consultants working in support of the project/s, to ensure technical quality in project activities;

• Reports regularly to the Programme Coordinator and Budget Holder on project implementation, challenges and opportunities to ensure appropriate support is provided and issues addressed;

• Regularly monitors the financial status and expenditure transaction listing of the project and signals any areas of low-delivery or over-expenditure and ensures all expenditures meet the EU criteria as “eligible costs”;

• Performs all operational functions relating to the procurement process for all goods and services planned under the EU-STREIT project in accordance with the relevant FAO rules and procedures under the technical guidance of Procurement Services (CSDA), and monitors timely exchange of information on the status of procurement activities and all related issues; and participates in Tender Opening Panel (TOP) and Local Procurement Committees (LPC) ,as required;

• Oversees the logistical and operational actions required for the smooth implementation of activities;

• Manages timely submission of project reports in accordance to the reporting requirements of the project, securing the necessary inputs from technical officers and project partners.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced degree in public or business administration, finance, accounting, economics, social sciences or other fields related to the FAO mandate;

• Five years of relevant experience in project management/operations and support;

• Working knowledge of English and limited knowledge of one the other FAO languages (Arabic, Chinese, French, Russian, or Spanish).

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 formulation, analysis, planning and implementation

• Understanding of FAO policies and programmes is considered a strong asset;

• Extent and relevance of experience in supporting, advising and guiding the implementation of complex, multi-stakeholder projects;

• Extent of experience in formulation, implementation and monitoring of projects;

• Ability to develop plans for the implementation and coordination of project operations in developing countries, in partnership with UN agencies and other concerned actors;

• Familiarity with UN administrative, operational and financial procedures is an asset.