Admin/Logistics

Organizational Setting

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

In South Sudan, FAO also supports community efforts to promote rural development and strengthen food security. To achieve this, FAO promotes appropriate technologies, innovations, knowledge and skills that improve efficiencies in land and water use, and optimise utilization of forestry and fisheries resources for increased productivity and production. To this effect, FAO South Sudan delivers both emergency livelihood response and resilience building projects with extension services delivery as a cross cutting responsibility.

FAO has eleven field offices. These Field offices are established to deliver FAO programs to the end users. To ensure effective and efficient delivery of programs and projects of the Country Office, FAO intends to deploy an Administration/Logistics National Project Personnel to each of the field offices. Therefore, the incumbent will contribute to FAO’s program/projects implementation by providing efficient and effective administrative and logistical support as foreseen in the project/Corporate Support he/she will coordinate and be assigned to the field offices.

Reporting Lines

The Admin/Logistics National Project Personnel will work under the overall guidance and supervision of the FAO Representative and direct supervision of the Head of field office.

Technical Focus

Assist in day-to-day management of the field office’s administration, finances, warehouses and cold chain.

Tasks and responsibilities

• Assist in the day-to-day management of the office at the Field Level with proper filing in time;
• Assist Head of Field Office in the management of petty cash floats, timely liquidation and preparation of reports;
• Assist in examining, initiating and processing a variety of Operational Advance, payment vouchers, ensuring accuracy of coding, appropriate application of currency exchange rates and the clearance and supporting documentation conforming with the financial rules and regulation of the organization;
• Assist in the procurement of minor office supplies;
• Assist in the management/maintenance of field vehicles/radios or other assets.
• Responsible for the management of pouches. Ensure the dispatching and follows up on all documentation sent to or passing through the FAO Field office from and to the various destinations.
• Maintain efficient databases - filings (soft and hard copies of documents).
• Assist in facilitating workshops logistics, training and meetings involving the State (Field Office).
• Assist in the management of support staff (driver, cleaners, security guards etc.).
• Assists in leave update and tracking of field staff
• Coordination preparation of Travel Authorizations and mission Travel claims for 3 days or less.
• Ensure that the entry and exit of goods from the FAO Hub warehouses are properly controlled and recorded;
• Ensure that the reception of articles and goods are done according to the quantities and qualities required on the respective purchase order;
• Deliver goods requested against official and approved documentation to approved Partners;
• Ensure daily update of stock cards whenever goods are received or issued:
• Ensure completion with accurate information of Logistics related documentation, including waybills and GRNs;
• Ensure that the best practices of warehousing are in place;
• Maintain clean, well ventilated and well-organized Warehouses and storage areas;
• Conduct and record regular physical inventory of the warehouse contents;
• Responsible for submission of weekly stock reports
• Report on the quality, quantity of the received commodities;
• Ensure that logistic activities are carried out in time to support field project activities;
• Follow up with partners and supplier for the deliveries;
• Perform other duties assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in one of the following fields; Logistics, Supply Chain Management, Procurement, accounting, management, Finance or a related field
• At least 3 years of relevant experience in similar position;
• Working knowledge of English (Level C ) and limited knowledge of local language(s) (level B)
• South Sudan National.

FAO Core Competencies

• Results focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge sharing and continuous improvement

Technical/Functional Skills

• Experience in inventory management software is required;
• Strong ability in the use of MS Office (Word, Excel, Access, Visio, PowerPoint) as well as with statistical software is required
• Ability to coordinate and work with implementing partners and internal stakeholders;
• Familiarity with UN administrative, operational and financial procedures is an asset;
• Excellent written and verbal communication skills is required;
• Capability of working under pressure in multitasking position is required;
• Ability to work in a multicultural environment is required;
• Ability to plan, organize, implement and report on work is required.

ADDITIONAL INFORMATION