Jobs

Operation and Administration Specialist at the Food and Agriculture Organization of the United Nations

Sep 13, 2023, 7:26 PM
Administrative & Office Operations
Food and Agriculture Organization of the United Nations

The Food and Agriculture Organization of the United Nations (FAO-UN) - An intergovernmental organization, FAO has 194 Member Nations, two associate members and one member organization, the European Union. Its employees come from various cultural backgrounds and are experts in the multiple fields of activity FAO engages in. FAO’s staff capacity allows it to support improved governance inter alia, generate, develop and adapt existing tools and guidelines and provide targeted governance support as a resource to country and regional level FAO offices. Headquartered in Rome, Italy, FAO is present in over 130 countries.

We are recruiting to fill the position below:

Job Title: Operation and Administration Specialist

Vacancy Announcement: 2302791
Location: Nigeria
Organizational Unit: FRNIR
Job Type: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Primary Location: Nigeria-Maiduguri
Duration: 12 months (with possibility of Extension)

Technical Focus

Provide operational and administrative support to the day-to-day implementation of the UK Pack-funded project in the field

Tasks and Responsibilities

Finance and Budget Monitoring:
Assist in the establishment of the financial and administrative procedures in close collaboration with the Emergency Operations Specialist and the Assistant FAOR (Administration);
Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases (i.e. GRMS, FIMIS, COIN); verify accuracy of data documents; make necessary adjustments when required;
Ensure accuracy of coding in line with FAO regulation/chart of accounts, clear supporting documentation, report any admin or financial discrepancies and prepare necessary adjustments as required;
Assist in the management of appropriate book-keeping of office expenditures, general administration, set up of filling and archive system;
Examine and process a variety of payment/reimbursement/disbursement of various vendor payments;
Operate and report on the out posted petty cash (OPC) expenses (USD5,000) in a regular basis to support day-to-day operation activities;
Review financial reports from implementing partners and Process payment status against FAO’s commitments, i.e. Letter of Agreement (LOA), Contracts etc.
Assist with the organization of workshops, meetings and training courses including booking of hosting facilities/venues, travel, transportation, translation, etc.
Arrange for timely repairs/servicing of office vehicles and office generators in the field-office
Check and record daily log and fuel consumption for project and rented vehicles and generators used for the field-office
Supervisor the day to day running and housekeeping activities, including supervising/monitoring cleaners, security services and other essential services providers contracted by FAO to support the premises management.
Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications;
Prepare administrative and financial documentation related to project activities and carry out initial review for RM/ROO briefing;
Ensure that assets procured through on the project are properly registered, insured, used, maintained and safeguarded and appropriate inventory reports are timely and regularly forwarded to the Operations officer;
Ensure that all the equipment procured under the projects are recorded in FAO system (COIN);
Update local asset records based on the outcomes of regular physical inventory and should identify obsolete/un-usable properties/items for disposal;
Act as custodian for management of office stationary supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution.
Make necessary arrangements for incoming and outgoing missions, including elaboration of the mission Agenda, security clearances, entry visas, flights and hotel bookings;
Prepare Travel Authorizations (TA) & Travel Expense Claims (TEC) for incoming and outgoing missions as required and assist the programme staff with security clearance requests and hotel bookings;
Administrative Support and Management of Assets, furniture, and other office stationary:
Assist in the raising of purchase requisition in support of project procurement
Collating and submission of payment requests to Abuja finance unit.
Assist submission of monthly timecards of the project personnel;
Assist in submission of Travel Authorizations in the system for FAOR approval;
Maintenance of the filling system ensuring safekeeping of all the project related documents;
Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard;
Perform any other related duties as required.

Minimum Requirements
Candidates will be assessed against the following:

University Degree in Business Administration, Finance, Accounting, or a relevant field preferred.
Minimum 5 years of practical experience in general project/office operational activities, and progressively responsible experience in administration and operations works.
Working knowledge of English.
National of Nigeria.

FAO Core 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
Good computer skills and proficiency in English language is required.
Ability to work efficiently and accurately
Good communication skills to maintain good working relationships with people from different nationality and cultural background.
Familiarity and proven experience in providing operations and administrative support to projects
Excellent command of written and spoken English.
Excellent computer skills, communication, writing and presentation skills.
Readiness to carry out visits to project sites and duty travel as required.
Excellent team-building and cross-cultural skills.