Operations Officer

Reporting Lines
The Operations Officer reports to the Deputy FAO Representative in Madagascar, Comoros, Mauritius and Seychelles, under the overall guidance of the FAO Representative. He/she will work in close collaboration with the technical, administration, procurement, M-E and communication teams, and in consultation with the relevant technical units in FAO Madagascar, the Subregional Office for Southern Africa (SFS), the Regional Office for Africa (RAF) and headquarters.

Technical Focus
Lead and coordinate the operational support function of the FAO field programme in Madagascar, Comoros, Mauritius and Seychelles, including emergency, rehabilitation and development projects.

Key Results
The efficient provision of operations support services.

Key Functions
• Acts as focal point for all project operational matters, organizes and handles day-to-day operational activities of the field programme (including emergency, rehabilitation and development projects, both national and regional/global projects) and takes action, in consultation with the supervisors, on problems which arise during the execution period;
• Prepares project task force meetings and ensures the secretariat of such meetings;
• Ensures the timely provision of project inputs (personnel, technical support services, subcontracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors, and in liaison with other support units;
• Participates in the preparation of project work plans, monitors progress and, where necessary, identifies corrective measures to overcome operational constraints;
• Reviews and monitors project budget and prepares requests and revisions as required; keeps track of budget expenditures and resources; reviews project transaction listings with a view to identifying errors in accounting against budget lines;
• Prepares and submits the project implementation reports and any other reports required by the Organization;
• Ensures the completeness and quality of data as well as documentation in the FAO corporate systems (GRMS and FPMIS) for all assigned operational field projects/activities;
• Prepares analytical reports on project performances, as required;
• Coordinates action concerning the completion of field projects and arranges for timely and adequate reporting, including identification of project follow-up requirements;
• Contributes to the formulation of project proposals according to FAO's procedures and prepare project documents for technical clearance and final approval under different funding arrangements;
• Performs other duties as required.

Specific Functions
• Advises the programme management of the office through participating in internal meetings, facilitating information sharing, planning/coordinating internal activities as well as supporting day-to-day operations of FAO Madagascar projects;
• Monitors FAO Madagascar Regular Programme and extrabudgetary projects budget and oversees budget preparation, funding allocation, budget revisions, field budget authorizations and staff planning, as well as prepares regular financial reports;
• Assists in the preparation of documents for the Invitation To Bid (ITB), Request For Quotation (RFQ), Request For Proposal (RFP) and Letter of Agreement (LoA) in collaboration with the technical team and Lead Technical Officers (LTOs);
• Participates in the local purchase committees and provides advice on procurement related procedures;
• Supports country offices on operational procedures (opening and closure of projects, budget monitoring and budget revisions) and on the use of FAO system links (FPMIS and GRMS) at regional level;
• Contributes to funding mobilization efforts for FAO Programme, reviews the quality and timely inputs to programme preparation as well as the preparation of programmatic and strategic documents and project proposals;
• Monitors the project indicators and alerts in view of minimizing the occurrence of “Management Issues”;
• Prepares project task force and steering committee meetings;
• Carries out in-country operational backstopping visits when necessary.

______________________________________________________________________________________________________
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
• Advanced degree in public or business administration, finance, accounting, economics, social sciences or other fields related to the FAO mandate;
• Five years of relevant experience in project management/operations and support;
• Working knowledge of French and limited knowledge of one of the other FAO languages (Arabic, Chinese, English, 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 is desirable;
• Extent and relevance of experience in programme/project formulation, analysis, planning and implementation
• Understanding of FAO policies and programmes is considered a strong asset;
• Extent and relevance of experience in supporting, advising as well as guiding the implementation of complex, and multistakeholder projects;
• Extent of experience in formulation, implementation and monitoring of projects;
• Ability to develop plans for the implementation and coordination of project operations in developing countries, in partnership with UN agencies and other concerned actors;
• Familiarity with UN administrative, operational and financial procedures is an asset.