Administrative Officer

1A121A12

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The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.

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Organizational Setting

FAO's Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). It assists the FAO Representations (FAORs) in the subregion with addressing subregional food security, agriculture and rural development issues at country level. The Subregional Office is a subsidiary

of FAO's Regional Office for Asia and the Pacific (RAP).

Reporting Lines

The Administrative Officer reports to the Subregional Coordinator.

Technical Focus
Full range of administrative, budget, planning and financial services in support of FAO's regular and other programmes carried out in the subregion.

Key Results

Develop, implement, monitor and evaluate assigned programme/projects.

Key Functions

• Advises the Subregional Coordinator (SRC) in the preparation of the Programme of Work and Budget (PWB) in consultation with relevant technical officers and the headquarters technical divisions; prepares and consolidates the Subregional Office (SRO) work plans for submission to the Office of Strategy, Planning and Resources Management (OSP) and the respective headquarters technical divisions; proposes revised plans and strategic measures to the SRC to implement successfully the biennial programme of work and monitors effectively budgetary trends;
• Prepares SRO periodic budget reports for submission to the SRC and OSP; prepares post planning and monitoring and other regular and ad hoc reports;
• Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures;
• Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness;
• Overviews the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines;
• Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training staff in other FAO Offices in the subregion, SRO and host governments on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures;
• Assesses training needs and encourages training events as well as other human resources-related activities;
• Optimizes the management of Office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and is responsible for security for MOSS compliance;
• Establishes and maintains partnership with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries;
• Organizes and participates in Subregional meetings, workshops, celebrations and other events.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in business or public administration, accounting or a related filed;
• Five years of relevant experience in financial management, administration and planning;
• Working knowledge of English and limited knowledge of another FAO official language (Arabic, Chinese, French, 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 financial management, administration and planning
• Extend and relevance of experience in organizing programme proposals and monitor programme implementation.