Operations Assistant (SC7)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and programme aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in FAO's global mandate and Strategic Objectives. More specifically, FAO's response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building, and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

Reporting Lines

Under the overall supervision of the FAO Representative in Somalia, and the direct supervision of the Deputy Head of Operations.

Technical Focus

The incumbent will be responsible for timely and efficient delivery of the immediate work unit’s programme.

Tasks and responsibilities

• Provide guidance and support to project task force (PTF) in formulation, budget preparation in line with donor requirement and FAO cooperate policies. Coordinate processes of getting the required clearance in accordance with FAO regulations e.g. (LTO, FLO, HQ/RAF/SFE, CSF, OSP, OCB/ESM and budget holder clearances.
• Ensure routine Project management actions are undertaken to have the approved budget uploaded in FPMIS and turned operationally active.
• Plan/initiate the oversight process and develop the tools necessary to help decision makers abreast of project/programme issues and in order to help management to maintain project scope. Provide proactive identification of project constraints and facilitate in providing the corrective action in adding insights into issues of prioritization and resolution.
• Develop, adapts and implements relevant planning and monitoring tools relating to budgets, field activities, PRs/POs for procurement, inventory, staffing, monthly/progress reporting. Facilitate the development and roll-out of new management tools and standard operating procedures.
• Prepare analytical reports on program/project for the management i.e. programme delivery, PO/PR from IMSI and operational advance.
• Facilitate internal coordination process for joint planning, delivery and propose funding allocations (per sector, per area, etc.).
• Co-facilitate continual review of the Programme Management Process for increased efficiency.
• Monitor project expenditures against budget provided.
• Based on forecasts, budget lines description and donor constraints confirm availability of funds for payments and commitments. Identify the need for and execute back charges/journal vouchers for erroneous posting.
• Produce project budget reports based on available budgets by projects and overall portfolio.
• Perform budget monitoring on emphasis on over and expenditure, donor constraints for earmarking findings, timing of commitments and expenditures and operational effectiveness and efficient use of resources.
• Assist processing budget revision by preparing and processing budget adjustments, which require reflecting the changes in the work plan or in the implementation timeline, exchange rate variation, costing factor, prioritization factor etc. The revised budget remains basis of decision-making.
• Once the revised budget is internally approved and endorsed by the donor, processing the changes in FPMIS and submit for FLO approval.
• Maintain FPMIS project information up to date (Budget, reports, other project relevant information). Upload delivery estimates in FPMIS.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Economic, social science, or a related field.
• At least 4 years of relevant experience working in a similar position; more specifically experience in programme design and project cycle management.
• Working knowledge (level C) of English.
• National of Somalia.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Communicating to build understanding and support.
• Engaging in continuous learning.
• Planning organizing and delivering quality results.
• Understanding FAO mandate and its global context.
• Working together in teams and partnerships.
• Good understanding of hardware and software in areas of data processing, data storage and communication.
• Understanding of data collection, analysis and information management processes
• Strong interpersonal and communication skills
• Experience in managing food security and natural resource information systems.
• Experience in designing and/or implementing agricultural/livestock/fisheries surveys and assessments.
• Excellent skills in information and communication technology (including the use of presentation software).
• Working knowledge of Somali language.
• Willingness to travel to various regions of Somalia

ADDITIONAL INFORMATION