Operations Analyst

Organizational Setting

The Program Unit uses the knowledge and resources of FAO and its partners to help the country to meet its priorities and build capacity at all levels through participation in national initiatives. To this end, the Program Unit, in close collaboration with the Operations and Administration Units, develops a strategy for the implementation of FAO's Strategic Objectives through the Country Programming Framework.

Reporting Lines

Under the direct managerial and administrative leadership of the FAO Representative in Madagascar, Mauritius, Comoros, Seychelles as the Budget Holder, under the technical supervision of the Operations Officer based in Madagascar and the FAO Programme Coordinator for Seychelles.

Technical Focus

The Operations Analyst shall provide technical assistance and support to the Operations Unit in Madagascar and the FAO Country Office in Seychelles to facilitate the implementation and monitoring of projects.

Tasks and responsibilities

The Operations Analyst will be responsible to\:

• Support and facilitate the FAO Programme Coordinator and Project Team Leader with the monitoring of ongoing projects, including financial and administrative aspects/work closely with the respective teams (including the use of FAO online tools\: FPMIS, DWH, COIN, GRMS, etc...);

• Support and facilitate the FAO National Correspondent with the organisation of meetings relating to liaison during FAO missions and other official visits to the country;

• Support the FAO Programme Coordinator with organisation of meetings with national partners, donors, stakeholders and consultants;

• Support in organizing the advertising of FAO Jobs/ VAs locally;

• Work in close collaboration with the FAO Programme Coordinator and Project Team Leader, Procurement and Finance Units to register suppliers in GRMS ,ensure payments to suppliers are timely through the IOTC office and communicate the status of payments to suppliers on a follow-up basis;

• Support with all procurement of goods and services, in acquiring of proforma/final invoices/ PO for the purchase of goods and services on behalf of the FAO country office and FAO projects;

• Ensure the registration and administrative processing of requests for FAO assistance received by government, donors and other organizations;

• Put in place a well-organized electronic and physical filing of documents related to Administrative, Human Resource and procurement;

• Establish an effective operations data recording and progress monitoring system, using this to provide status updates as required in a timely manner;

• Provide support to satisfactory quality aimed at the timely provision made of project inputs (personnel, technical support services, sub-contracts, training, equipment and supplies) directly by the Project, or, when appropriate, through contractors;

• Maintain an updated inventory of all supplies and project assets and prepare guidelines for the proper use and maintenance of office equipment and property in accordance with applicable rules and regulations;

• Ensure the proper use and maintenance of the project vehicle and facilitate timely travel approvals and sound logistic arrangements, including the processing of advance payments, reconciliation and settlement of travel expense claims, for project related missions;

• Coordinate with FAO Representation office for any staff related IT issues, email set up /upgrade or any IT related trouble shooting matters;

• Prepare and process as applicable, procurement related documents in timely and satisfactory manners;

• Interact objectively and positively with all units and services of the FAO Seychelles and FAO Madagascar office;

• Participate in online or direct training provided by FAO;

• Support the FAO National Correspondent, FAO Programme Coordinator, Project Team Leader, Administration, Operational, Procurement Units, the National Project Coordinators and FAO Consultants with all administrative matters as required;

• Performs any other duties that may be assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Master’s Degree/ or equivalent of completion of tertiary school education in management, accounting, economics, public or business administration, or a related field.
• 5 years’ experience in Administration or Finance or Management.
• Good working knowledge of English and limited knowledge of French
• Seychellois Nationality

FAO Core Competencies

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

Technical/Functional Skills

• Strong administrative and organisational skills,
• Computer literacy
• Ability to provide team leadership and motivation
• Ability to work independently, with minimum supervision

Selection Criteria

• Ability to work under minimum guidance
• Ability to meet deadlines
• Adaptability, flexibility, and availability to respond to emerging opportunities

ADDITIONAL INFORMATION