Administrative Officer

Location: Addis Ababa, Ethiopia

Duration:  Fixed-term: two years with possibility of extension

Deadline: 02 Apr 2024, 11:59:00 PM

Job Description

 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 persons 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 staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through 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.

Organizational Setting

FAO’s Subregional Office for Eastern Africa (SFE) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO’s Regional Office for Africa (RAF).

The position is located in the Subregional Office for Eastern Africa (SFE) in Addis Ababa, Ethiopia.

Reporting Lines

The Administrative Officer reports to the Subregional Coordinator (SRC), SFE.

Technical Focus

Provision of a full range of administrative services.

Key Results

Effective and efficient provision of administrative management support to the regular programme and project activities in all administrative areas, i.e. budget, finance, human resources, procurement, information technology (IT), logistics and security, contributing to the development, implementation and monitoring of the programme of work.

Key Functions

• Advises in the preparation of the programme of work and budget  in consultation with relevant technical officers/divisions at headquarters; prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitors effectively budgetary trends.

• Prepares periodic budget reports for submission; prepares post planning and monitoring and other regular and ad hoc reports.

• Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.

• Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness.

• Oversees the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines.

• Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training on budgetary, financial and managerial issues in line with the Organization’s regulations policies and procedures.

• Establishes effective working relationships with Government counterparts at appropriate level for Government contributions to the work programme.

• Oversees operational and staffing requirements of the office and its projects and ensures optimal staffing of the office and projects.

• Participates in review meetings to assess managerial and operational capacities, scrutinizes reliability and solvency of selected implementing partners.

• Assesses training needs and encourages training events as well as other human resources-related activities.

• Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; he/she is responsible for security for Minimum Operating Security Standard (MOSS) compliance.

• Establishes and maintains partnerships with units at headquarters, interacts with internal and external auditors and prepares replies to audit observations and queries.

• Organizes and participates in meetings, workshops, celebrations and other events.

• Performs other related duties as required.

Specific Functions

• Monitors and streamlines procedures related to Money Transfer Operators (MTOs) in the field to ensure transparency and accountability in accordance with compliance requirements.
• Provides oversight in assets transfer for closing projects as requested by different sectors.
• Monitors expenditure against assigned project budgets by Operations Unit for small time payments and general operating expense related payments.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in business or public administration, accounting or a related field.
• Seven years of relevant experience in financial management, administration and planning.
• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions.
• Extent and relevance of experience in financial management, administration and planning.
• Extent and relevance of experience in organizing programme proposals and monitoring programme implementation.
• Understanding and knowledge of the UN administrative, financial, budgetary and programme policies, rules and procedures is an asset.

FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

• Extension of fixed term appointments is based on certification of performance and availability of funds
• FAO reserves the right not to make an appointment.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

CONDITIONS OF SERVICE

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

• 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/

• 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.

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