Operations Support Specialist

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply;
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

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

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

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency

ADDITIONAL INFORMATION

• FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/ 
• For more information, visit the FAO employment website
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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