Operations Officer

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The main aim of the FAO Country Offices, which are headed by an FAO Representatives, is to assistant 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 FAO Representation in South Sudan is organized into three main units: programme, operations and administration. The current portfolio of projects in South Sudan includes activities related to agriculture (crop), livestock, fisheries, natural resource management, food information systems and are implemented with humanitarian, transitional and development funding. FAO South Sudan currently operates 14 field offices across 10 states and 3 administrative areas of South Sudan.
The position is located in the FAO Representation in Juba, South Sudan.

Reporting Lines
The Operations Officer reports to the FAO Representative with technical guidance from the Regional Office for Africa (RAF) and relevant headquarters units.

Technical Focus
Lead and coordinate the operational support function of the field programme including emergency, rehabilitation and development projects, in national, regional and global projects

Key Results
The provision of operation support services.

Key Functions
•    Acts as a focal point for all project operational matters, organizes and handles the day-to-day operational activities of the field programme (including emergency, rehabilitation and development projects, in national, regional and global projects) and takes action in consultation with supervisors on any issues which arise during the execution period.
•    Prepares project task force meetings and provides secretariat support.
•    Ensures 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.
•    Participates in the preparation of project work plans, monitors progress and identifies corrective measures to overcome operational constraints.
•    Reviews and monitors the project budget, prepares requests and revisions as required, maintains and monitors budget expenditures and resources, reviews project transaction listings with a view to identify errors in accounting against budget lines.
•    Prepares and submits the Project Implementation Reports and any other reports required by the Organization.
•    Ensures the completeness and quality of data and documentation in the FAO corporate systems (e.g. GRMS (Global Resource Management System), FPMIS (Field Programme Management Information System)), for all assigned operational field projects and activities.
•    Prepares analytical reports on project performances as required.
•    Coordinates action concerning the completion of field projects and arranges for timely and adequate reporting, including identification of project follow-up requirements.
•    Contributes to the formulation of project proposals according to FAO's procedures and prepares project documents for technical clearance and final approval under different funding arrangements.
•    Performs other duties as required.

Specific Functions
•    Reviews and monitors budget, prepares budget revisions, inserts the results budget into the FPMIS; reviews project transaction listings, identifies erroneous charges and errors in accounting against budget lines; provides information on budget expenditures and resources to the FAO Subregional Coordinator.
•    Ensures relevant reports on expenditures, forecasts, progress against work-plans, and closure of projects are prepared and submitted in accordance with defined procedures and reporting formats, schedules and communication channels, as required.
•    Reviews Project Progress Reports (PPRs); coordinate reporting on co-financing from project partners, support the preparation of annual project Implementation Reviews (PIRs) flagging issues and risks affecting implementation.
•    Ensures the timely provision of project inputs; oversees budget allocation during preparation of Letters of Agreement, Executing Agreements, Terms of Reference and with relevant project partners; procurement tenders.
•    Supports Project Coordinators and Chief Technical Advisors (CTAs) in delivery of outputs in the project's Results Frameworks and annual work plans and budgets.
•    Monitors compliance with the Operational Partners Implementation Modality (OPIM) and Global Environment Facility (GEF) policies and procedures from project identification till project closure, particularly the preparation and signing of OPA (Operational Partners Agreement) and its management.
•    Monitors project progress and reviews financial/expenditure reports, supports the implementation of project risk mitigation plans through organization of sport checks, audit and supervision missions, thus, to minimize project risks both financially and operationally.
•    Supports in organizing mid-term review or final evaluation missions.
•    Participates in supervision missions as appropriate to monitor project progress and resolve outstanding operational problems.
•    Performs other duties as requested.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
•    Advanced university degree in public or business administration, finance, accounting, economics, social sciences or another field related to the FAO mandate.
•    Five years of relevant experience in project management/operations and support.
•    Working knowledge (proficiency – level C) of English and intermediate knowledge (intermediate proficiency – 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

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 programme/project formulation, analysis, planning and implementation.
•    Understanding of FAO policies and programmes is considered a strong asset.
•    Extent and relevance of experience in supporting, advising and guiding the implementation of complex multi-stakeholder projects.
•    Extent of experience in formulation, implementation and monitoring of projects.
•    Ability to develop plans for the implementation and coordination of project operations in developing countries, in partnership with UN agencies and other concerned stakeholders and/or partners.
•    Familiarity with UN administrative, operational and financial procedures is an asset.