Administrative Officer (Liaison Office)

Organizational Setting
The FAO Liaison Office with the United Nations in New York (LON) has a lead responsibility in developing and implementing policies that enhance FAO's cooperation with the UN system, capitalizing on synergies between our work and that of other UN bodies, agencies, funds and programmes, and of Members.
In doing so, LON supports decision-making processes carried out at FAO headquarters in relation to developments in the UN system, mainly by representing FAO at working and coordination meetings, liaising with permanent delegations to the UN in New York, and establishing partnerships with relevant institutions in the New York area.

The position is located in LON, New York, United States.

Reporting Lines
The Administrative Officer (Liaison Office) will work under the overall guidance of the Director of the FAO Liaison Office with the United Nations in New York and the direct supervision of the LON Senior Liaison Officers.

Technical Focus
Support the administrative management of the office including meetings, the development and implementation of FAO policies and decisions concerning enhanced FAO cooperation and partnerships with the UN system and with other international organizations located in New York.

Key Results
Develop, implement, monitor and evaluate assigned programme/projects and advise on general administrative-related matters.

Key Functions
• Advises the Director, Liaison Office in the preparation of the Programme of Work and Budget (PWB) in consultation with relevant technical officers and the technical divisions at headquarters; prepares and consolidates the Liaison Office (LO) work plans for submission to the Office of Strategy, Programme and Budget (OSP) and the respective technical divisions at headquarters; proposes revised plans and strategic measures to the Liaison Officer to implement successfully the biennial     programme of work and monitors effectively budgetary trends.
• Prepares periodic budget reports for submission to the Director, Liaison Office and OSP; prepares post planning and monitoring and other regular and ad hoc reports.
• Contributes to the development of results-based management concepts as well as 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 on all administrative and operational matters and prepares policy papers, position papers and briefing notes on issues related to administrative-related issues.
•  Assesses training needs and encourages training events as well as other human resources-related activities.
• Optimizes the management of Office's premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; is responsible for security for MOSS compliance.
• Establishes and maintains partnerships with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries.
• Organizes and participates in LOs meetings, workshops, celebrations and other events.
• Performs other related duties as required.

Specific Functions
• Leads all LON administrative processes and coordinates the LON administrative team, ensures compliance with FAO and UN policy on Finance, Budgeting, Procurement, and HR. 
• Develops and monitors, in consultation with Senior Officers, all internal control tools and reports as the Internal Control Reporting, Data Protection Plan and others. 
• Manages LON events management, including logistics, technical and audio/video support. 
• Liaises with host country authorities concerning security and protocol matters, particularly during the FAO Director-General’s     visit to New York. 
• Supports FAO's collaboration with governmental and organizational counterparts to facilitate programme coordination and promotion. 
• Promotes knowledge sharing and awareness within FAO of UN perspective and priorities on identified activities and assists FAO units with UN system networking. 
• Produces a variety of information-related documents and reports and drafts replies to inquiries from UN partners on subjects falling within the competence of FAO.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
• Advanced university degree in business or public administration, accounting or a related field.
• Five 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.
• Relevance of experience in financial management, administration and planning.
• Extent and relevance of experience in organizing programme proposals and monitor programme implementation.