Somalia: Operations Assistant FAO/45/2013

Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Programme Coordinator and/or the NPO, to provide administrative and operational support in the formulation and implementation of the field programme at country office level. In particular to:

• Assemble into final form project/programme documents, selected background material and ensure that agreed inputs and related specifications are properly reflected;

• Establish and maintain up-to-date basic records required for project/programme implementation, reporting and information management, and reference records on directives and procedures of a technical or administrative nature relating to field operations work; reconcile operational records with other corporate records of the organization regarding personnel, budget, training, purchases, contracts and reports;

• In liaison with IT help desk, establish and maintain the FAO Somalia share drive ensuring that the information stored is protected, relevant, up to date and that the users are informed of changes and appropriate use;

• Receive and review incoming mail, attach appropriate background and identify action to be taken; on own initiative or minimum instructions prepare in final form replies to correspondence on operations matters; identify non-routine matters and potential policy issues, prepare background and refer matter with relevant notes to direct supervisor;

• Initiate and follow-up on a broad variety of administrative and operational actions necessary for the timely implementation of projects/programmes, delivery of project/programme documents and reports, including recruitment actions, travel requests, letters of introduction/instructions, briefing schedules and procurement of equipment, works and services as well as partnership agreements (LOA);

• Liaise with field staff, HQs, Public Administrations, NGO, Counterparts on all administrative and operations matters as requested;

• Assist in the review and editing from draft provided, administrative and operational project/programme documents and reports;

a. ensure concision, clarity, grammatical and spelling correctness of all programme-related documentation;

b. ensure FAO house style is incorporated into all documents and reports; and c. as required, follow up on process for obtaining clearances of documents and reports for donors and partners;

• Liaise with FAO Somalia’s technical and monitoring units to collect and collate data in FAO Somalia’s information management system for reporting;

• During the absence of the direct supervisor, take appropriate action in the day-to-day work related to project/programme activities in line with the approved work plans; report on emergency situations and brief the direct supervisor on return;

• Secure information on technical matters from designated subject matter officer, prepare briefs, notes and periodic reports and monitor receipt, circulation and processing of field reports;

• Perform other related duties as required.

Min Qualification:

"Advanced University degree in agriculture, economics, Social Sciences, international relations or other field related to the work of the Organization.

Diploma level education, including or supplemented by courses in general administration or related training. Good working knowledge (level C) of English and working knowledge of the most widely used local languages.

Min Experience:

4 years of administrative or operations experience, of which at least two years related to implementation of larger programmes or projects.

Good knowledge of project operations procedures, initiative, good judgment and ability to organize office work and prepare correspondence on own initiative.
Excellent writing skills and editing skills. Excellent communication and interpersonal skills. Strong understanding of development programming and the current development agenda.
Ability to write and communicate in a clear and concise manner.
Ability to multitask and prioritize tasks.
Willingness to work as a team member and attention to detail.
Good ability to use PC, word processors and other technology equipment.

Grade: SC-5

Interested candidates are requested to submit a cover letter quoting the Position Title and Vacancy Announcement Number along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available at http://fmt.faoso.net/documents/PH_form-Blank.docx

E-mail is the preferred means of receipt and applications should be sent to HR-Somalia@fao.org The subject line of the e-mail message should be indicated as per the specific Vacancy Announcement Number for each position as indicated i.e. CONFIDENTIAL– FAO/45/2013

If making a hard copy submission, the envelope should be clearly marked in the same way and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100,
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating Vacancy Announcement as appropriate in the subject line, to +254-20-4000333.

Applications must be received by Friday, May 17th 2013. Late applications will not be considered. Only short listed candidates meeting all essential qualifications will be contacted.

All positions are open to Somali Nationals ONLY.