Operations Assistant at Food and Agriculture Organization Of the United Nations

Job Type: Service Contract - NPP
Duration: 11 Months

General Description Of Task(S) And Objectives To Be Achieved

• Under the overall supervision of the FAO Representative, the direct supervision of the Assistant FAO Representative (Admin) and collaboration with other national and international consultants in the incumbent will perform following duties and responsibilities:

Finance and Budget Monitoring:

• Maintenance and reporting of shadow budget to the supervisor;
• Monitor the project budget utilization and level of expenditure;
• Operate and report on the petty cash expenses to support day-to-day operation activities;
• Review/check the relevant documents of all training, workshop & meeting related adjustments voucher;
• Process payment status against FAO’s commitments, i.e. Letter of Agreement (LoA), Contracts (M0U) etc.;
• Examine and process a variety of payment/reimbursement! disbursement vouchers for various vendor payments;
• Prepared various payment requests by DV (Disbursement voucher) and ensure accuracy of coding in line with FAO regulation/chart of accounts with clear supporting documentation;

Logic and Administrative Support:

• Provide day to day logistic support as requested to ensure smooth operation of the project work; Assist in the preparation and organization of logistics and transportation for the visiting missions, meetings, training courses, workshops etc;
• Provide support to arrange local official travel of all project staffs, and other relevant parties, which include transportation arrangement, hotel reservations, Travel Authorization, security clearances and other documents;
• Provide logistic and administrative support to conferences, workshops, etc.;
• Maintain up-to-date and accurate administrative records of all the and use these records as the basis for preparing quarterly and annual reports for submission to FAO;
• Maintenance of the filing system ensuring safekeeping of all the project related documents;

Management of Assets, furniture and other office Stationary:

• Maintain Inventory records of the project and share in a periodic manner (i.e. quarterly or six monthly) with the country office
• Ensure that all the equipment procured under the projects are recorded in Inventory List of FAO system;

Procurement:

• Assist in preparing procurement plan on a quarterly basis;
• Obtain quotations for purchases
• Maintain an effective data base on procurement components and liaise with the suppliers and contractors to ensure timely delivery of goods and services;
• Monitor and ensure payments against purchase orders and contracts upon satisfactory delivery of goods and services and provide purchase information to allow the recording of financial commitments and expenditures in the component budget;

Others:

• Undertake any other tasks assigned by the Supervisor within the assigned area of responsibility.

Key Performance Indicators:

• Meeting deadlines;
• Conversant with the manuals in the field of general administration and logistic principles and procedures and practices is essential.
• Ability to work under pressure and to multi-task and to maintain good working relationships with people of different nationalities and from different cultural backgrounds.

Qualifications

• Secondary Education, Possession of a University Degree in Business Administration, Finance, Accounting or a relevant field in addition to Secondary Education preferred.
• Minimum 5 years of practical experience in general project/office operational activities, and
• progressively responsible experience in operations works. Previous work experience with UN agencies would be an asset good computer skills and proficiency in English language is required.
• Ability to work efficiently and accurately
• Communication skills to maintain good working relationships with people from different nationality and cultural background.
• Language: Proficiency in English as well as in mother language