Operations Assistant

Organizational Setting

The FAO Representation Office in Armenia under Regional Office for Europe and Central Asia (REU) 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 country. In close cooperation with the Government of Armenia, it ensures a multidisciplinary approach to programmes, identifies priority areas of action for the country. FAO Representation in Armenia supports policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development.

Reporting Lines

The incumbent will work under the overall supervision of FAO Representative in Armenia and the direct supervision of the Programme Specialist and will perform a range of operations-related duties and functions.

Technical Focus

The Operations Assistant performs a wide range of administrative, logistical, and operational tasks in order to support the day-to-day activities of the country office projects.

Tasks and responsibilities

• Support and follow up on assigned tasks throughout the project cycle, from the idea to closure.
• Provide support to NPC and Programme/Operations Officer/BH in the day-to-day management of the projects activities (TCPs and TF projects).
• Assist in organizing missions, PTF meetings, workshops, training, and study tours. Prepare minutes of the meetings.
• Monitor project budgets, preparing requests and revisions, and identifying errors in accounting through transaction reviews and ensure the timely submission of reports and calls for funds.
• Check budget availability to ensure expenditures align with approved budgets,and monitor and maintain tools for regular project budget tracking and daily transaction listings.
• Draft financial reports for review by the Project Manager/Operations for further submission.
• Support the preparation of Letter of Agreements (LoAs) and procurement planning, acting as the requestor for procurement (raising PRs, receiving in GRMS, etc.), and ensuring timely delivery and payment for project items/services.
• Consolidate team inputs for narrative reports and ensure timely clearance for submission to donor.
• Assist in preparing quarterly and annual financial reports as per donors’ requirements, as well as assist in expenditure forecasts ensuring proper mapping.
• Compile and maintain project documentation for reporting, ensuring that only final cleared versions are stored in FPMIS. Keep FPMIS project data up-to-date, including project info, responsibilities and documents.
• Support senior colleagues developing and/or reviewing Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Following up on the reporting process with Operational partners in compliance with the established FAO procedures and in line with the contractual obligations under OPA and project document.
• Travel and perform other duties, and ad hoc reports as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Finance or a closely related field;
• At least 2 years of experience in Operations, Finance or similar area;
• Working knowledge of Armenian and English
• National of Armenia

FAO Core Competencies

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

Technical/Functional Skills

• Proficiency in MS Office (including Word, Excel, PowerPoint), internet usage, and office technology equipment
• Good communication and writing skills;

ADDITIONAL INFORMATION