Operations Officer

Organizational Setting Through its Country Offices, or FAO Representations, FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors. The activities of the FAO Country Offices include design and implementation of country-tailored field programmes, liaison with local donor representatives, and active public awareness-raising and outreach activities related to FAO initiatives such as the World Food Day.

The position is located in the FAO Representation in Malawi. The FAO Representation in Malawi is developing and implementing field programmes and projects based on the FAO Country Programming Framework (CPF) in Malawi. The four priorities of the CPF are: (1) Conducive agricultural policy and investment environment. (2) Food and nutrition security and livelihoods. (3) Governance of the environment, natural resources and ecosystems. (4) Resilience to climate change and climate variations.

Reporting Lines The Operations Officer reports to the Senior Projects Officer.

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

Key Results The provision of operation support services.

Key Functions • Acts as a focal point for all project operational matters, organizes and handles the day-to-day operational activities of the field programme (including emergency, rehabilitation and development projects, in national, regional and global projects) and takes action in consultation with supervisors on any issues which arise during the execution period. • Prepares project task force meetings and provides secretariat support. • Ensures the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors and in liaison with other support units. • Participates in the preparation of project work plans, monitors progress and identifies corrective measures to overcome operational constraints. • Reviews and monitors the project budget, prepares requests and revisions as required, maintains and monitors budget expenditures and resources, reviews project transaction listings with a view to identify errors in accounting against budget lines. • Prepares and submits the Project Implementation Reports and any other reports required by the Organization; • Ensures the completeness and quality of data and documentation in the FAO corporate systems (e.g. GRMS, FPMIS), for all assigned operational field projects and 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 prepares project documents for technical clearance and final approval under different funding arrangements. • Performs other duties as required.

Specific Functions • Supervises the staff under the Operations Section and builds its capacity. • Monitors FAO Malawi’s Regular Programme and Extra-budgetary projects budget and oversees budget preparation, funding allocation, budget revisions, field budget authorizations, staff planning, etc. and prepares regular financial report. • Participates as an alternate chair/member of the Local Purchase Committee and provides advice on procurement-related procedures. • Supports in the preparation, implementation and monitoring of the Procurement plans; supervises the processing of the Purchase Requisitions. • Acts as the Quality Assurance Officer for the Letters of Agreements (LoAs); maintains an update LoA tracker and supports the LoA Responsible Officer in Monitoring and timely closure of the LoAs. ______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements • Advanced university degree in public or business administration, finance, accounting, economics, social sciences or another field related to the FAO mandate. • Five years of relevant experience in project management/operations and support. • Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another FAO official language (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. • 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 stakeholders and/or partners. • Familiarity with UN administrative, operational and financial procedures is an asset.