Organizational Setting
FAO's Subregional Office for Eastern Africa (SFE) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for Africa (RAF).
The position is located in the Subregional Office for Eastern Africa (SFE) in Addis Ababa, Ethiopia.
Reporting Lines
The Administrative Officer reports to the Subregional Coordinator (SRC), SFE.
Technical Focus
Provision of a full range of administrative services.
Key Results
Effective and efficient provision of administrative management support to the regular programme and project activities in all administrative areas, i.e. budget, finance, human resources, procurement, information technology (IT), logistics and security, contributing to the development, implementation and monitoring of the programme of work.
Key Functions
โข Advises in the preparation of the programme of work and budget ย in consultation with relevant technical officers/divisions at headquarters; prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitors effectively budgetary trends.
โข Prepares periodic budget reports for submission; prepares post planning and monitoring and other regular and ad hoc reports.
โข Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.
โข Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness.
โข Oversees the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines.
โข Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures.
โข Establishes effective working relationships with Government counterparts at appropriate level for Government contributions to the work programme.
โข Oversees operational and staffing requirements of the office and its projects and ensures optimal staffing of the office and projects.
โข Participates in review meetings to assess managerial and operational capacities, scrutinizes reliability and solvency of selected implementing partners.
โข Assesses training needs and encourages training events as well as other human resources-related activities.
โข Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; he/she is responsible for security for Minimum Operating Security Standard (MOSS) compliance.
โข Establishes and maintains partnerships with units at headquarters, interacts with internal and external auditors and prepares replies to audit observations and queries.
โข Organizes and participates in meetings, workshops, celebrations and other events.
โข Performs other related duties as required.
Specific Functions
โข Monitors and streamlines procedures related to Money Transfer Operators (MTOs) in the field to ensure transparency and accountability in accordance with compliance requirements.
โข Provides oversight in assets transfer for closing projects as requested by different sectors.
โข Monitors expenditure against assigned project budgets by Operations Unit for small time payments and general operating expense related payments.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
โข Advanced university degree in business or public administration, accounting or a related field.
โข Seven years of relevant experience in financial management, administration and planning.
โข Working knowledge (proficient - level C) of English and limited knowledge (intermediate - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
Competencies
โข ย ย Results Focus
โข ย ย Teamwork
โข ย ย Communication
โข ย ย Building Effective Relationships
โข ย ย Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
โข Work experience in more than one location or area of work, particularly in field positions.
โข Extent and relevance of experience in financial management, administration and planning.
โข Extent and relevance of experience in organizing programme proposals and monitoring programme implementation.
โข Understanding and knowledge of the UN administrative, financial, budgetary and programme policies, rules and procedures is an asset.