Operations/Program Assistant (SC4)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and programme aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in the area of FAO's global mandate and Strategic Objectives. More specifically, FAO's response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

This vacancy announcement is intended to attract qualified candidates interested in joining the local talent pool.

Reporting Lines

The position is under the overall supervision of the FAO Representative in Somalia, and the direct supervision of the Head of Operations/Programme and/or the Operations Officer.

Technical Focus

The incumbent’s work impacts on the timely and efficient delivery of the immediate work unit’s programme.

Tasks and responsibilities

The incumbent will:

• Provide support in the day to day work related to project activities in line with the approved work-plans. • On instruction of the supervisor, 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 agreement (LoA and LoU) and 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. • Liaise with field staff on all administrative and operations matters as requested. • Assist the Operation Officer to 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 proposals in the pipeline throughout the project cycle. • 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 PRs/POs in GRMS and identification and follow up of back charges and project follow up requirements with regards to PO closure and transfer of equipment to and from partner/counterpart institution. • Assist the Operations Officer in FAO financial/operational systems including FPMIS/GRMS. • Prepare analytical and financial reports on project financial performance as requested by the Operations Officer. • Follow up on clearance of pending commitments and general clean-up of the commitment tracker to facilitate closure of the project. • Support the review of final financial report 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. • Process all interim and final LOA payments after the reports have been approved and receipt in GRMS • Support in planning trainings/workshops and all travel related activities. • Prepare monthly operational delivery reports from FPMIS. • Perform other related duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in administration, finance, or any relevant discipline from a reputable Institution. • At least 2 years of relevant experience in administration and/or financial, program, project support work. • Working knowledge (level C) of the FAO official language used for communication within the country (English) and working knowledge of the local language(s) is required. • National of Somalia.

FAO Core Competencies

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

Technical/ Functional Skills

• Good knowledge of corporate information systems. • Good knowledge of common administrative and financial rules and regulations. • Good knowledge of communication and documentation standards. • Good knowledge of the MS Office applications, Internet, and office technology equipment.

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.