Job Description

Organizational Setting

The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It oversees the network of Country Offices and the Subregional Office for the Pacific Islands (SAP). It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities and the implementation of the Organization's strategies through programmes and projects across the region. The Regional Office for Asia and the Pacific (RAP) leads the preparation of the Regional Conferences and the Statutory Bodies in the region.

The Regional Office for Asia and the Pacific (RAP) supports the formulation and implementation of the Country Programmes and Projects, including Country Programming Frameworks (CPFs), and their contribution to the FAO Strategic Framework and the United Nations Sustainable Development Cooperation Framework (UNSDCF) at the country level, advising Decentralized Offices on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization's Programme of Work and Budget. The Regional Office for Asia and the Pacific (RAP) develops and maintains relations with region-wide institutions, including the Regional Economic Integration Organizations (REIOs), and participates in the United Nations Regional Architecture, such as UN Regional Forums on Sustainable Development and UN Regional Collaborative Platforms and related mechanisms.

The position is located in the Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

Reporting Lines

The Senior Administrative Officer reports to the Deputy Regional Representative (DRR) and supervises and coordinates the operations of the Administrative Services Group (ASG) at RAP.

Technical Focus

Provision of a full range of administrative services in support of FAO's regular and other programmes carried out in the Region.

Key Results

Provide leadership, technical and policy guidance for the planning, development and implementation of projects, products and services in accordance with the FAO Strategic Framework and in alignment with the Organization's Gender Policy.

Key Functions

Advises the Assistant Director-General/Regional Representative (ADG/RR) in the preparation/formulation of FAO's regional programme of work and budget and that these are in line with Regional Office (RO) work plans and in compliance with the approved Programme of Work and Budget.
Advises the ADG/RR in the general administration and smooth functioning of the Regional Office and provides advice on a full range of management and administrative matters, with an emphasis on the effective planning and utilization of human and financial resources.
Supports the Shared Services Centre, SSC (as needed), the Offshore Systems Development Centre (OSDSC), RO/Emergency Centre for Transboundary Animal Diseases (ECTAD) and other regional projects as appropriate.
Monitors availability of funds for regular programme activities and field projects; oversees preparation, monitoring and revision of Regional Office budget; ensures that financial commitments, expenditures and periodic budgetary reports are controlled and in line within established limits.
Identifies operational, administrative and other constraints which may affect programme implementation and proposes solutions to improve quality, timeliness, cost effectiveness.
Ensures the maintenance of a reliable IT infrastructure and strategy for the Regional Office.
Supports the organization of the Regional Conference, World Food Day celebrations and other important meetings.
Liaises with headquarters units to resolve complex issues and with the internal and external auditors; prepares management replies to audit observations and queries, liaises with other UN agencies in the RO on common services and participates in UN Operations Management Team (OMT) meetings, as appropriate.
Ensures the maintenance of the office premises and space requirements; ensures that premises have adequate security and are Minimum Operating Security Standards (MOSS) and Enhanced Minimum Operating Security Standards (E-MOSS) compliant.
Provides advice and administrative support to the Subregional Offices, FAO Country and Liaison Offices in the region.
Performs other related duties as required.

Specific Functions

Oversees the Administrative Services Group and ensures smooth functions on HR, finance and internal control, IT, security, procurement, premises, facilities and logistics.
Provides administrative support to the planning and organization of the Regional Conference for Asia and the Pacific (APRC) and assumes the role and function of Conference Affairs Officer.
Participates in the Regional Management Team (RMT) and other taskforces and provides administrative support and inputs.
Oversees the overall administration and smooth functioning of the Regional Office, the Subregional Office and the FAO Representations in the region.
Advises Regional Management and FAORs on various administrative and operational matters: proper management on human resources and affiliated workforces, finance and assets in line with corporate rules and policies.
Develops coordinated approaches to further empower Subregional and Country Offices for the strengthened operational and administrative capacities at all levels.
Oversees risk management and internal controls in the Regional and Subregional Offices and FAO Representations, and lead the implementation of formulation of regional strategies and mitigating actions for risks and internal control gaps.
Interacts with internal and external auditors, ensuring timely responses to queries and follow-up recommendations.
Coordinates and works with internal and external stakeholders, such as UN Country Team (UNCT), and provides necessary administrative inputs.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Advanced university degree (Master's degree or equivalent) in business administration, public administration, finance, HR, law, accounting or a related field of management.
Ten years of relevant experience in finance management, human resources management, administration and/or corporate operations.
Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

Competencies

Results Focus
Leading, Engaging and Empowering
Communication
Partnering and Advocating
Knowledge Sharing and Continuous Improvement
Strategic Thinking

Technical/Functional Skills

Work experience in more than one location or area of work, particularly in field positions, is essential.
Extent and relevance of experience in financial management, administration and planning.
Extent and relevance of experience in corporate operations, such as management of human resources, finance, assets, procurement, travel, security, large events planning and organization.
Extent and relevance of experience in monitoring, evaluating and reporting programme work and budget and effective use of resources in line with corporate rules, policies and procedures.
Demonstrated capability, initiative and judgement to enhance, modernize and innovate business processes and support change management, including using innovative technologies, approaches and tools in business process.
Extent and relevance of knowledge and understanding of corporate policy, programme and operations, as well as in-depth knowledge and use of corporate IT systems, such as Enterprise Resource Planning (ERP) systems.
Extent and relevance of knowledge and experience in risk management and internal control.
Extent and good knowledge of corporate structure, functions and services from headquarters to the Decentralized Offices (DOs).
Work experience with the UN or international organizations is preferable.