Project Operations Assistant

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: 

(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(i)    provide technical assistance and deliver core services; 
(iii)          assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)     position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems   transformation; and 
(v)           ensure risk-smart and accountable operations and management.  

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict. 

FAO in cooperation with the Ministry of Agriculture, Fisheries and Aquatic Resources (MAFAR) in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) is implementing a Government Cooperative Programme funded by Japan’s Ministry of Foreign Affairs. The project, Development of Sustainable Fishery Value Chains in the Bangsamoro Autonomous Region in Muslim Mindanao, aims to sustain and improve productivity and resilience of aquaculture/fisheries enterprises in the Bangsamoro region in Mindanao. Specifically, this project will focus on improving efficiency and sustainability of local aquatic food value chains and market linkages, increase capacity of small-scale producers to augment their income through entrepreneurship using alternative species and processing for value-addition, empower them and their organizations on improved and resilient aquaculture/fisheries technologies and appropriate postharvest processing, and enhance the knowledge and skills of MAFAR and LGU fishery personnel on monitoring and managing fish stock. 

The position is located in Cotabato City, Philippines.

Reporting Lines

The Project Operations Assistant will report to the Project Team Leader.

Technical Focus

The Operations Assistant performs a wide range of administrative, logistical, and operational tasks in order to support the day-to-day activities of the Project. 

Tasks and responsibilities

•    Provide support in the preparation, monitoring and compliance of Letters of Agreement (LoA), and other agreed works and deliverables, by partners;
•    Support the implementation and monitoring of One Health project operations related to cash and non-cash activities and other areas of FAO’s mandate; 
•    Assist the team in the timely delivery of operations in line with project work plans and provide suggestions to overcome any potential bottlenecks; 
•    Provide support to the monitoring, evaluation and learning of the programme.
•    Participate in the development of project work plans and subsequent activities’ implementation in consultation with relevant FAO personnel, partners and stakeholders, including government counterparts;
•    Prepare HR plans based on existing and fore-coming project documents and monitor relevant resource allocations and expenditures;
•    Liaise with the Project Team , the Administrative Unit and support the Programme Unit of the FAO Office in the Philippines on relevant issues related to programme implementation (i.e. budget preparation, financial control, human resources management, travel/logistics operations, missions, procurement and operational backstopping to the field); 
•    Provide assistance in the use of relevant FAO systems-based tools in project management; including the generation of Transaction Listing and Financials Statement in collaboration with the Administrative Assistant
•    Ensure quality review of the Purchase Requisitions prepared by the Administrative Assistant (including project code used and specifications).
•    Maintain close coordination with the FAOPH Procurement Unit to monitor progress and ensure prompt delivery of procurement transactions;
•    With support from the Administrative Assistant, coordinate and support missions from the FAO Offices, donors, governments, and other partners;
•    Participate in project monitoring by maintaining current registers and controlling tools on the status of projects at various stages; 
•    Assist in preparing minutes of meetings, presentation materials and project reports; 
•    Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in Business Administration, Fisheries/Aquaculture/Aquatic Resources Management or other related disciplines;
•    At least four (4) years relevant and progressive experience in project operations 
•    National of the Philippines
•    Working knowledge (level C) of English and Tagalog

FAO Core Competencies

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

Technical/Functional Skills

•    Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
•    Excellent written and oral communication skills in English and Tagalog
•    General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION