Operations and Programming 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 main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
The position is located in the FAO Representation in Lusaka, Zambia.

FAO in collaboration with the research department of the Ministry of Agriculture [ZARI] and the University of Zambia is implementing a 4-year project, titled, “Soil mapping for resilient agrifood systems in Central America and sub-Saharan Africa” (SoilFER). The project is funded by the government of the United States of America, and has 5 beneficiary countries [ie. Zambia, Kenya, Ghana, Honduras and Guatemala]. Therefore, the successful candidate will support the project team by ensuring the timely provision of project resources to facilitate implementation, over the 4-year period, on an annually renewed and performance-based contract. 

Reporting Lines

Under the overall supervision of the FAO Country Representative, and the guidance of the Assistant FAOR - Programmes, in coordination with the project LTO and project Lead Technical Unit (NSL), the Operations and Programming Specialist will support the project team by ensuring the timely provision of project inputs (ie. personnel, technical support services, sub-contracting, training, procurements, etc.) to ensure the delivery of the SoilFER is on track. Furthermore, the Operations and Programming Specialist will be responsible for providing administrative and logistical support to the project, ensuring smooth and efficient daily operations.. The incumbent will work under the direct supervision of the AFAOR-P, the National Project Coordinator and the SoilFER Overall Project Manager at FAO-HQ.

Tasks and Responsibilities

Specifically, the Operations and Programming Specialist will undertake the following tasks on the project;

•    Serve as a focal point for all project operational matters, organize and handle the day-to-day operational activities of the project.
•    Take the lead in organizing project planning and technical meetings, and provide secretariat support. 
•    Ensure the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors and in liaison with other support units. 
•    Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents. 
•    Support the streamlining of procedures and practices and the introduction of new information technologies to the office/project. 
•    Participate in the preparation of project work plans, look out for inefficiencies and identify corrective measures to overcome operational constraints. 
•    Support and facilitate the organisation of workshops and conferences related to the project. 
•    Review and monitor the project budget, prepare requests and revisions as required, maintain and monitor budget expenditures and resources, review project transaction listings with a view to identify errors in accounting against budget lines. 
•    Work closely with the M&E specialist in monitoring the implementation of Letters of Agreement and confirming the quality of submitted reports, as well as assisting in certifying the compliance for subsequent disbursements of instalments.
•    Contribute to consultative and other meetings, conferences, including proposals for agenda topics, identifying meeting participants, preparation of documents and presentations. 
•    Provide input to the Project Implementation Reports and any other reports required by the organization or donor. 
•    Ensure the completeness and quality of data and documentation in the FAO corporate systems (e.g., GRMS, FPMIS), for the SoilFER project. 
•    Prepare analytical reports on project performances as required. 
•    Coordinate action concerning the completion of the project and arrange for timely and adequate reporting, including identification of project follow-up requirements.
•    Facilitate compilation of data and information from different project components for development of comprehensive project reports. This includes participation and contribution to the project knowledge management activities.
•    Produce internal reports according to FAO cooperate requirements. 
•    Prepare project updates and situational reports as required by FAO HQ and Regional and Sub-Regional Offices
•    Carry out other specific operational tasks for programme/project implementation in the Representation.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University Degree in Project Management, Development Studies, Business Administration, Agricultural Economics, or any related field.
•    At least 5 years of experience in project operational planning, programming, as well as providing administrative and operational support to projects.
•    Working knowledge of English and the official language of the country
•    A Zambian national

FAO Core Competencies

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

Technical/Functional Skills

•    Experience with project planning and budget tracking.
•    Experience with developing project budgets, procurement plans, recruitment plans and travel plans
•    Familiarity with FAO or UN administrative, operational and financial procedures
•    Familiarity with FAO project management systems like FPMIS, GRMS, IMIS, etc. 
•    Familiarity with projects funded by development agencies such as USAID, the European Union, etc. is an asset 

Selection Criteria

•    Prior experience working with FAO or any UN agency will be considered an advantage

ADDITIONAL INFORMATION