National Administration and Procurement Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The FAO Subregional Office for the Pacific Islands (SAP) was established in 1996 in Samoa to coordinate the FAO work in the Pacific and covers 14 - Cook Islands, Fiji, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Republic of the Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu, Vanuatu, and Tokelau (one Associate Member). SAP is responsible for developing, implementing and overseeing programmes and projects to address food security, nutrition, agriculture, natural resources management, and rural development priorities, in which gender, climate change adaption, and anticipatory action are important cross-cutting issues. SAP develops and maintains relations with subregion wide institutions and entities. 

Reporting Lines

The National Administration and Procurement Specialist will work under the overall supervision of the FAO Subregional Coordinator (SRC) for the Pacific and will directly report to the project’s Lead Technical Officer (LTO) / Natural Resource Officer. The Specialist will collaborate with colleagues across technical, human resources, finance, programme, operations, and administration units to ensure smooth project implementation. 

Technical Focus 

Provide administrative, procurement and operational support to ensure effective implementation and compliance of project activities in line with FAO and donor requirements.

Tasks and responsibilities

Procurement and General Services

•    Support procurement activities, and assist in monitoring their delivery, including review of reports 
•    Monitor purchase orders, contracts, and track shipment and receipt of goods and services. Ensure all supporting documents are complete, assist with customs clearances, and facilitate the timely collection of goods.
•    Prepare, review, and manage routine documentation and correspondence for procurement actions, including identifying potential suppliers and securing necessary clearances. 
•    Ensure all procurement documents comply with FAO rules, processes, and specific donor requirements before submission to SAP-Procurement

Administrative and Operational Support

•    Maintain close coordination with operations, HR, finance, travel, and procurement personnel to ensure seamless project operations.
•    Provide the delivery of administrative services to the Samoa Readiness project in the areas of recruitment, finance, procurement and general services. Prepare the field visit or meeting / workshop budgets as necessary and support the preparation of the project budget in line with GCF and FAO requirements.
•    Perform monitoring and analysis of project financial statement and address discrepancies, problems, and other variations as necessary in a timely and effective manner.
•    Support the operational and financial closure of the project, ensuring that all pending matters are finalized and that commitments are liquidated in accordance with FAO and donor guidelines

Project Coordination and Monitoring

•    Support the development of inputs for project monitoring and progress reports. 
•    Facilitate the arrangement of venues and logistics for regional and country level workshops and meetings 
•    Support dissemination of project outputs, knowledge products and communication materials via digital and other media platforms.
•    Support coordination between the project teams and the relevant staff at the NDAs and ministries of agriculture.
•    Perform additional tasks as required to support the successful implementation and closure of the project.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in Business Administration, Economics, Public Administration, International Development or a related field 
•    At least three (3) years of relevant experience in procurement and office support functions
•    Working knowledge of English
•    National of Samoa 

FAO Core 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 
•    Efficiency, competence and integrity as well as negotiating skills, tact and diplomacy are essential. 
•    Able to work with multi-disciplinary and multi-cultural project partners at regional and international level; 
•    Work experience in more than one location or area of work, particularly in field positions is desirable. 
•    Extent of knowledge of FAO standard operational rules and procedures and project/programme administrative management procedures 
•    Excellent communication and interpersonal abilities, with experience liaising between diverse project stakeholders. 
•    Extent of knowledge of FAO’s corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
•    Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field

Selection Criteria 

•    Demonstrated experience in managing or coordinating international, regional, or national projects related to agriculture and the environment.

ADDITIONAL INFORMATION