Operations Associate (Temporary appointment)

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Under the 11th European Development Fund (EDF), FAO in Zambia will be partnering with the European Union, the Ministry of Agriculture and the Maize and Wheat Improvement Centre (CIMMYT) to implement a program on Sustainable Intensification of Smallholder Farming Systems in Zambia (SIFAZ). The project will focus on building demonstrable synergies between research and promotion of appropriate sustainable agriculture intensification practices.

Reporting Lines

The Operations Associate works under the overall guidance of the FAO Representative and the Chief Technical Advisor (CTA) in Zambia. The incumbent directly reports to the Operations Officer

Technical Focus

The incumbent will support provision of operation services to the project implementation. Provision of operational services to implementation of the SIFAZ program

Tasks and responsibilities

• Support procurement and contract activities, in line with the program work plan and budget of assigned activities;
• Support financial and budget monitoring of FAO’s component of assigned projects using the FAO Corporate systems and tools, such as GRMS, the FPMIS Budget Module and the Transaction mapping tool;
• Support up-to-date maintenance of FPMIS with relevant information (inserting/uploading reports, budget, budget revisions, extensions);
• Contribute to the preparation of technical specifications and Terms of References (recruitments, workshops, LOAs);
• Contribute to the preparation of briefs, progress reports and comprehensive reports for internal use as well for submission to donors;
• Support accounts management and payments under the program. This involves: Verifying invoices and delivery notes against goods and services received; preparing payment requests ensuring appropriate FAO accounting and resource partner budget codes; performing periodic bank and petty cash reconciliations; updating records such as advances, expenditure and acquittals; generating financial status reports, financial statements and expenditure transaction listing and project from the corporate systems;
• Contribute to budgetary monitoring involving: maintain records of the programme financial transactions, including field budget allocation, expenditure, advances and acquittals; regularly tracking expenditure on the programme and ensure that expenditure is within allocated budgets; following up of on Letter of Agreements issued locally with implementing partners;
• Update programme inventory and effect disposal of assets as per regulations
• Process travel authorisations and travel expense claims for personnel associated with the programme;
• Assist with the management of the programme vehicle fleet, ensuring its maintenance and readiness for field missions.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in agricultural economics, development studies, agriculture or any other related field
• At least 3 years’ experience in working with/or in government departments, national and international NGOs and other UN agencies in Zambia
• Working knowledge of English
• National of Zambia or resident in the country with a regular work permit.

FAO Core Competencies

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

Selection Criteria

• Demonstrated experience in administration, operations and finance
• Excellent communication skills, good writing skills including ability to write concise reports in English
• Good interpersonal relationships and a strong personality; self-starter
• Familiarity to FAO policies and programmes is considered a strong asset