Operations Specialist

Organizational Setting

This position is located in FAO Representation to Lesotho, based in Maseru. 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.

Reporting Lines

The Operations Specialist will work under the overall supervision of the FAO Representative in Lesotho and direct supervision of Head of Operations.

Technical Focus

The National Operations Specialist is responsible for providing operational support to FAO’s programme in Lesotho. He/she will ensure that programme and project implementation is carried out in line with FAO’s corporate procedures

Tasks and responsibilities

• Ensures the effective management of the project cycle in Field Programme Management Information System (FPMIS) including, amongst others, timely opening of the funded projects, financial monitoring, expenditure forecast and project closure.
• Actively participate in projects formulation, approval and execution including contribution to projects work-plans and their implementation in accordance with the rules or the Organization
• Prepares financial reports in non-FAO formats, by using the Results Based modules in FPMIS.
• Reviews project proposals according to FAO’s procedures to be submitted to resource partners as well as the UN system for financial support.
• Reviews new project budgets to ensure compliance with donor requirements and FAO budget guidelines.
• Prepares and processes budget revisions as requested using the FPMIS Budget module.
• Maps expenditures in FPMIS, in consultation with the respective Project Managers and Finance Personnel.
• Keeps track of salary expenditure and ensure adherence to both number of months and amounts budgeted for relevant staff members.
• Ensure all projects related documents are uploaded and filed in FPMIS in accordance with the Project Cycle Management requirements.
• Reviews and rationalise expenditures to ensure adherence to project budgets.
• Keeps records of adjustments and follow up as needed across projects, operations and technical teams
• Reviews Implementing Partners’ (IP) Financial reports ensuring donor compliance and project timelines.
• Uploads relevant documents in FPMIS to keep project records up to date.
• Works closely with the Procurement Unit for the procurement of inputs and services for the implementation of project related activities.
• Carries out verification exercises of IP’s accounts to ensure expenditures presented are true and fair.
• Contributes towards the preparation of briefs and comprehensive reports.
• Participates, where applicable, in assessment of needs and field supervision missions in the framework of the ongoing projects
• In collaboration with the Operations, Programme and Finance sections of the Country Office, undertakes necessary action for the mobilization of donor funds, including inputs in the preparation of project proposals.
• Carries out Quality assurance for Letters of Agreement (LoA)

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Project Management, Finance, Accounting, Business administration, Economics, Social Sciences, or related discipline
• A minimum of 7 years of relevant progressive experience in the field of Operations, Project Cycle Management, Compliance, Grant Management
• Working knowledge (level C) of English.
• National of Lesotho.

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of the MS Office applications, Internet and office technology equipment;
• Good report writing, presentation and analytical skills
• Good knowledge of corporate information systems
• Able to work with minimum guidance, well organized, attentive to detail and pro-active
• Willing to learn and pro-actively seek out and propose solutions and/or improvements to everyday tasks
• Experience working with donors and other partners

ADDITIONAL INFORMATION