IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- 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’s commitment to environmental sustainability is integral to our strategic objectives and operations.
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
- 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
- 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/
- For additional employment opportunities 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.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
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/.These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• 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