Operations Assistant (SC4)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and program aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in FAO's global mandate and Strategic Objectives. More specifically, FAO's response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building, and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

Reporting Lines

Under the overall supervision of the FAO Representative in Somalia. The incumbent will directly report to Senior Program Officer-Operations (Head of Operations).

Technical Focus

The incumbent impacts on the timely and efficient delivery of the immediate work unit’s program. Specifically, he/she will handle administrative actions necessary for the timely implementation of projects, including recruitment actions, briefing schedules, and procurement of equipment, works and services as well as partnership agreement (LoA and LoU) and Travel Authorizations.

Tasks and responsibilities

•    Provide support in the day-to-day work related to project activities in line with the approved work-plans.
•    On instruction of the supervisor, prepare a broad variety of administrative actions necessary for the timely implementation of projects, including recruitment actions, briefing schedules, and procurement of equipment, works and services as well as partnership agreement (LoA and LoU) and Travel Authorizations.
•    Maintain up to date basic records required for project implementation and reference records on directives and procedures relating to field operations work; reconcile operational records with other corporate records of the organization.
•    Liaise with field staff on all administrative and operations matters as requested.
•    Assist the Operation Officer to ensure the completeness and quality of data and documentation in the Field Program Management Information System (FPMIS) for all field projects in the country, including proposals in the pipeline throughout the project cycle.
•    Support the monitoring of the financial situation (budget, cash flow forecasting, and expense allocations) of projects, ensure proper project budget management, and assist in preparation of project/budget revisions as required.
•    Support all concerning the opening/completion/closure of field projects, including raising of PRs/POs in GRMS and identification and follow up of back charges and project follow up requirements with regards to PO closure and transfer of equipment to and from partner/counterpart institution.
•    Assist the Operations Officer in FAO financial/operational systems including FPMIS/GRMS.
•    Prepare analytical and financial reports on project financial performance as requested by the Operations Officer.
•    Follow up on clearance of pending commitments and general clean-up of the commitment tracker to facilitate closure of the project.
•    Support the review of final financial report and statements, invoices, list of all supporting documents submitted by the Implementing Partner and compile the evaluation reports of the service providers in preparation of clearing final LOA payment.
•    Critically analyze and review payments to ensure that they are in line with the POs and contracts.
•    Process all interim and final LOA payments after the reports have been approved and receipt in GRMS.
•    Support in planning trainings/workshops and all travel related activities.
•    Prepare monthly operational delivery reports from FPMIS.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements 
   
•    University degree in social sciences, Administration, Finance, Program Management, or related Field
•    Four years of relevant experience in the provision of program/projects support services
•    Working knowledge (level C) of English and Somali
•    National of Somalia

FAO Core Competencies

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

Technical/Functional Skills

•    Extent of experience in program/project management and administration.
•    Ability to communicate clearly and concisely both orally and in writing.
•    Ability to identify and resolve problems expeditiously and pragmatically.
•    Tact, initiative, and sound judgement.
•    Knowledge of and/or experience with the UN system.
•    Experience in project operations.

ADDITIONAL INFORMATION