Operations and Administrative Specialist at at the 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: Operations and Administrative Specialist

Vacancy Announcement: 2302224
Location: Abuja, Nigeria
Organizational Unit: FRNIR
Job Type: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Grade Level: N/A
Primary Location: Nigeria-Maiduguri
Duration: 6 months, with possible extension
Post Number: N/A

Organizational Setting

• The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programs 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.
• The incumbent will work in the FAO Representation in Nigeria and will be expected to support the implementation of FAO Nigeria Country Programme Framework 

Reporting Lines:

• Under the overall supervision of the FAO Representative (FAOR) and direct supervision of the Head of the Northeast sub-office, the Operations and Administrative Specialist will perform the following duties:

Technical Focus:

• Coordinate and perform the full range of office support, management support, and administrative tasks, providing for the smooth and efficient running of the Office as a member of the support services coordination team. He/ she ensures the quality and consistency of the flow of office work and information in the work unit.

Tasks and Responsibilities
Finance and Budget Monitoring: 

• Assist in the establishment of the financial and administrative procedures in close collaboration with the Operations Team, Head of Maiduguri Sub Office and Assistant FAOR (Administration);
• Retrieve, enter, select and analyze data from a wide variety of sources, including FAO’s corporate system and databases (i.e. GRMS, FPMIS, 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;
• 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 stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Operate and report on the out posted petty cash (OPC) expenses 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.;
• Administrative Support and Management of Assets, furniture, and other office stationary:
• Collate and submit payment requests to the Abuja finance unit.
• Assist in the submission of Travel Authorizations in the system for FAOR approval;
• Maintain the filling system ensuring the safekeeping of all the project-related documents;
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguarding; 
• Ensure that all the equipment procured under the projects are recorded in FAO system (COIN);
• Perform 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 operations works.
• Proficiency in English. Knowledge of the local language will be an added advantage
• National of Nigeria

FAO Core Competencies:

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
• Experience of projects involving multiple and diverse stakeholders including Governments, private sector, civil society and end users.
• Previous work experience with UN agencies would be an asset
• Good computer skills.
• Ability to work efficiently and accurately
• Communication skills to maintain good working relationships with people from different nationalities and cultural backgrounds.
• Technical/Functional Skills 
• Excellent written and spoken communication skills; 
• Organizational skills and ability to plan and carry out tasks systematically
• Strong ability to work within a team and with a diverse range of people
• Understanding of FAO’s role in humanitarian response
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams.
• Excellent interpersonal skills and Team spirit

How to Apply
Interested and qualified candidates should:
Click here to apply

Note

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact: [email protected]
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile.
• We encourage applicants to submit the application well before the deadline date.

Application Deadline 10th August, 2023 (10:59:00 PM)