Operations Support 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.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. 

Specifically, FAO Country Offices: 

•    Advocate, inform and support policies and investments in the areas of FAO’s mandate;
•    Provide technical assistance and deliver core services; 
•    Assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
•    Position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and 
•    Ensure risk-smart and accountable operations and management.   

Reporting Lines

Under the overall supervision of the FAO Representative in Liberia, the Operations Support Specialist will report to the Head of Operations and work in collaboration with the National Operations Specialist.

Technical Focus

The incumbent will support and provide operational support to all programme and project activities in the country office. 

Tasks and responsibilities

•    Ensure the effective management of the project cycle in Field Programme Management Information System (FPMIS) including, amongst others, timely opening of the funded projects, financial monitoring, expenditure forecast and project closure.
•    Review new and existing project budgets to ensure compliance with donor requirements and FAO budget guidelines.
•    Prepare and process budget revisions as requested using the FPMIS Budget module.
•    Map expenditures in FPMIS, in consultation with the respective Project Managers and Finance Associates.
•    Work with Project Managers to fill in and upload documents in accordance with the new Project Cycle Management requirements.
•    Review and rationalize expenditures to ensure adherence to project budgets whilst updating the Budget Holder and teams.
•    Initiate and keep a record of funding and other adjustments, and follow up as needed across projects, operations and technical teams.
•    Review Implementing Partners’ (IP) Financial reports and ensure donor compliance and project timelines.
•    Upload relevant documents in FPMIS to keep project records up to date.
•    Work closely with the Project Managers and Procurement Unit for the procurement of inputs and services for the implementation of project related activities including raising Purchase Requisitions, processing invoices.
•    Support the Representation’s Logistics function including its HR, fleet, inventory and assets management.
•    Carry out Quality assurance for Letters of Agreement (LoA).
•    Perform any other duties as assigned in the Representation.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
    
•    For COF.REG : Master’s degree in Business Administration, Logistics, Supply Chain Management or any other related field. A Bachelor’s level degree and 2 years of relevant experience may be considered equivalent in certain circumstances.
•    For PSA.SBS: University degree in Business Administration, Logistics, Supply Chain Management or any other related field or specific technical specialization.
•    Minimum of one (1) year of experience in operations, logistics and/or administrative support.
•    Working knowledge (Level C) of English. 

FAO Core Competencies

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

Technical/Functional Skills 

•    Experience in administrative and financial management of field projects and its monitoring processes is an asset.
•    Experience in working with international organisations is an added advantage