Administrative and Operational Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

FAO's Subregional Office for the Caribbean (SLC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing food, agriculture, and rural development priorities in the sub-region. It develops and maintains relations with subregion-wide institutions including regional Economic Integration Organizations (REIOs).

The Subregional Office is a subsidiary of FAO's Regional Office for Latin America and the Caribbean (RLC), in Santiago, Chile. SLC is located in Barbados and is responsible for 13 countries of the subregion. SLC houses the FAO Multi-Country Office for Barbados and six OECS (Organization of the Eastern Caribbean States) countries (Antigua and Barbuda, Commonwealth of Dominica, Grenada, St Lucia, St Kitts and Nevis and St Vincent and the Grenadines).

Reporting Lines

Under the supervision of the National Administrative Officer and in close coordination with the SLC Programme and Technical Teams, the incumbent will provide administrative and operational support to the implementation, monitoring and evaluation of SLC projects.

Technical Focus

The Administrative and Operational Assistant will provide specialized support to critical operations of all aspects of the Sub-region and its projects especially travel, the creation of purchase requests, operational logistics and related functions. The incumbent will also support human resource and asset management, budget monitoring and support functions. The incumbent will ensure compliance with FAO rules, regulations and procedures, maintain accurate records in corporate systems, and support reporting and audit processes, contributing to the smooth and timely execution of project activities.

Tasks and responsibilities

• Oversee the day-to-day administration of the project budget, assist with the final budget revision and support the preparation of financial closure documentation for review by the Project Administrator and/or Programming Team;
• Ensure the accurate recording of all data relevant for operational, financial and results-based monitoring; including confirming equipment transfer to project countries from the project’s asset register in corporate systems;
• Ensure that relevant reports on expenditures and project closure are prepared and submitted in accordance with FAO and GEF defined procedures and reporting formats, schedules and communications channels as required
• Support the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Undertake the following operational activities in FAO’s Corporate Systems
o Coordinating travel authorizations,
o Issuing operational advances,
o Preparing pre-payment requests,
o Preparing purchase requisitions,
• Perform any other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School education
• Five years relevant experience in planning, project implementation and administration of development programmes
• Working knowledge of English
• National or resident of Barbados

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated ability to work with minimum instructions, initiative, organizational sense and ability to meet deadlines. Ability to work under pressure, in a team environment, and maintain effective working relationships with different national and cultural backgrounds.
• Excellent knowledge of Microsoft Office.
• Ability to work with the Organization’s computerized financial/personnel systems, word-processing equipment and data processing software.
• Ability to format, perform editorial checks and process documents.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• 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\: Careers@fao.org
• 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.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• 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.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT