Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind.

The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).

Reporting Lines

Under the overall supervision of the FAO Sub-regional Coordinator for the Pacific and the direct supervision of the Administrative Officer, the National Operations Specialist will provide programme/project development, coordination and operational assistance. Ensure the smooth functioning of projects operations, consistent service delivery, and continuous evaluation and readjustment/improvement of the operational environment.

Technical Focus

The Operations Assistant is responsible for day-to-day operational matters, ensuring compliance with organizational policies and procedures.

Tasks and responsibilities

•     Overall operations support on project activities and events.
•     Prepare, review and routine documentation and correspondence relating to procurement actions including (but not limited to) identification of potential suppliers, necessary clearances prior to submission to SAP-Procurement, ensuring that all procurement supporting documents are complete.
•     Track purchase orders and contracts, monitor receipt of order confirmation, shipment and receipt of goods and services together with any other documents as required; assisting with project customs clearances for collection of goods.
•     Maintain up-to-date and accurate administrative records of the project and use these records as the basis for preparing timely reports as per project needs. 
•     Maintain record of and upload relevant documents to FAO systems in GRMS and FPMIS;
•     Maintain up-to-date and accurate financial records of the project and use these records as the basis for informing any expenses and preparing timely reports as per project needs; 
•     Monitor project work plans, budgets, procurement plans and milestones to ensure best use of project resources, recommend actions to avoid project slippage and propose mid-term corrective actions as the case necessitates;
•     Liaise with project staff and partners (FAO units/Specialists/Contractors) for the successful conduct of activities envisioned under the project;
•     Assist in the travel and recruitment needs of the project;
•     Assist in finance and administrative related procedures (including liquidations, invoicing and payment processing)
•     Maintain constant liaison with finance, travel and procurement personnel;
•     Assist in the preparation of budgets and provision of information for audit;
•     Maintain and update project procurement plans; 
•     Prepare supporting documents for LPC meetings, as per project needs; 
•     Provide regular updates on project expenditure; 
•     Assist with reporting requirements, including progress reports, financial reporting and transaction mapping in FPMIS as per FAO and donor guidelines; 
•     Assist with the preparation for operational and financial closure of the project, ensuring timely finalisation of all pending matters so that any pending commitments are liquidated in line with FAO and donor guidelines; and 
•     Perform any other tasks as required and agreed to with LTOs

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     University degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in business administration, management, finance, accounting or a related field.
•     Three years of relevant experience in finance, financial management of the projects, operations management or a related field.
•     Working knowledge of English and Samoan language.
•     National of Samoa

FAO Core Competencies

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

ADDITIONAL INFORMATION