Administrative Officer

Organizational Setting
FAO assists the Government of Yemen to formulate and implement policies, programs and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
The post is located in the FAO Representation in Sana’a, Yemen.

Reporting Lines
The Administrative Officer reports to the FAO Representative (FAOR) in Yemen.

Technical Focus
Financial management of and administrative support to Country programmes.

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
•    Advises in the preparation of the Programme of Work and Budget (PWB) 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 monitor effectively budgetary trends.
•    Prepares periodic budget reports for submission; prepares post planning and monitoring and other regular and ad hoc reports.
•    Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.
•    Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness.
•    Overviews 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.
•    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.
•    Establishes effective working relationships with Government counterparts at appropriate level for Government contributions to the work programme.
•    Oversees operational and staffing requirements of the office and its projects and ensures optimal staffing of the office and projects.
•    Participates in review meetings to assess managerial and operational capacities, scrutinize reliability and solvency of selected implementing partners.
•    Assesses training needs and encourages training events as well as other human resources-related activities.
•    Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; is responsible for security for Minimum Operational Security Standards (MOSS) compliance.
•    Establishes and maintains partnerships with units at headquarters, interacts with Internal and External Auditors and prepares replies to audit observations and queries.
•    Organizes and participates in meetings, workshops, celebrations and other events.
•    Performs other related duties as required.

Specific Functions
•    Manages and streamlines procedures of FAO Yemen Administrative Support Units.
•    Oversees and streamlines procedures related to corporate services in the field to ensure transparency and accountability in accordance with compliance requirements.
•    Monitors project expenditure against assigned budgets by Operations Unit, specifically for small-time payments and general running costs related payments.
•    Provides oversight in assets transfer for closing projects as requested by different sectors.
•    Monitors adherence to administrative procedures in Field Offices, highlighting any risks and suggesting mitigating factors to local teams as well as senior management; and provides functional support and training to Field Offices on best practices and usage of corporate tools.

Minimum Requirements
•    Advanced university degree in business or public administration, accounting or a related field.
•    Seven years of relevant experience in financial management, administration and planning.
•    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, is desirable.
•    Extent and relevance of experience in financial management, administration and planning.
•    Extent and relevance of experience in organizing programme proposals and monitoring programme implementation.
•    Knowledge of Oracle Financials is considered a strong asset.
•    Extent and relevance of knowledge of United Nations rules and operational procedures.
•    Analytical and judgment skills, and ability to apply procedures in administration and management.
•    Knowledge and experience of FAO systems and databases, accounting or financial modules and corporate applications will be an asset.