Operations Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• 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 person 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.

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, guidance of the Programme Officer and the direct supervision of the International Operations Specialist, the Operations Assistant 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

• Act as the focal point for day-to-day project operations and coordination with relevant units and partners.
• Support project formulation, work planning, budget preparation, and monitoring of progress and expenditures.
• Assist in procurement, recruitment, travel, and other administrative actions, ensuring compliance with FAO rules and procedures.
• Contribute to the timely preparation and submission of progress and terminal reports and assist in project closure.
• Maintain accurate data and documentation in FPMIS and related FAO systems.
• Support the preparation of project documents, annexes, and country clearances.
• Prepare and process requests related to procurement, HR, travel, payments, operational advances, and asset management.
• Track and monitor purchase orders, contracts, and project delivery status; ensure timely actions and follow-up.
• Maintain up-to-date procurement, travel plans, and assist in budget monitoring and financial reporting.
• Support the preparation of Letters of Agreement, service contracts, and related submissions for clearance.
• Keep project documentation organized and uploaded in FPMIS; assist in project closure and reporting.
• Perform other operational and administrative duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma or technical diploma in business administration, management, finance or accounting
• Five years of relevant experience in finance, financial management of the projects
• Full Proficiency (level C) in English and Samoan language
• National of Samoa or resident of the country with valid work permit

FAO Core Competencies

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

Selection Criteria

• Bachelor’s degree in business administration, management, finance or accounting would be an asset
• Experience in managing or coordinating international, regional, or national projects related to agriculture and the environment is highly desirable

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).

• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website\: http\://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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
• 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.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT