Senior Administrative Officer at Food and Agriculture Organization (FAO)

Reporting Lines

• The Senior Administrative Officer reports to the Chief, Integrated Operations Support (Chief of Administration, Logistics and Operations) with functional reporting to the Assistant Director-General/Regional Representative (ADG/RR) for Africa. He/she maintains regular contact with FAO headquarters in Rome for functional guidance on matters relating to administrative and related duties.

Technical Focus

• Provision of a full range of management of logistics (facilities, registry, travel, medical, meetings, courier), information technology, protocol and other administrative support services. Effective and efficient service provisioning, modernization, innovation and change management using sound management principles, business processes, practices, procedures and applications aimed at managing for results. Risk management, oversight and control combined with streamlined bureaucracy and back-office services.

Key Results

• Provide leadership, technical and policy guidance for the planning, development and implementation of projects, products and services in accordance with the FAO Strategic Framework and in alignment with the Organization's Gender Policy.

Key Functions

• Advises the Assistant Director-General/Regional Representative (ADG/RR) in the preparation/formulation of FAO's regional programme of work and budget and ensure that these are in line with Regional Office work plans and in compliance with the approved Programme of Work and Budget.
• Advises the ADG/RR in the general administration and smooth functioning of the Regional Office and provides advice on a full range of management and administrative matters, with emphasis on the effective planning and utilization of human and financial resources.
• Supports the Shared Services Centre (SSC) and other regional projects as appropriate.
• Monitors availability of funds for Regular Programme and field projects; oversees preparation, monitoring and revision of the Regional Office’s budget; ensures that financial commitments, expenditures and periodic budgetary reports are controlled and within established limits.
• Identifies operational, administrative and other constraints, which may affect programme implementation, and proposes solutions to improve quality, timeliness and cost effectiveness.
• Ensures the maintenance of a reliable IT infrastructure and strategy for the Regional Office.
• Supports the organization of the Regional Conference, World Food Day celebrations and other important meetings.
• Liaises with headquarters units to resolve complex issues and with the Internal and External Auditors; prepares management replies to audit observations and queries, liaises with other UN agencies in the Regional Office on common services and participates in UN Operations Management Team (OMT) meetings, as appropriate.
• Ensures the maintenance of the office premises and space requirements; ensures that premises have adequate security and are MOSS and E-MOSS compliant.
• Provides advice and administrative support to the Subregional Offices, FAO Country and Liaison Offices in the region.
• Performs other related duties as required.

Specific Functions

• Advises the ADG/RR and the Chief, Integrated Operations Support (Chief of Administration, Logistics and Operations) on the general administration and smooth functioning of the Regional Office and provides advice on a full range of matters on administrative, premises-related and security issues within the Regional Office.
• Ensures that expenditures are fully accurate and consistent with established guidelines and that internal control systems are adequate and functioning.
• Ensures that expenditures and periodic reports are controlled and in line with established limits.
• Collaborates with the Designated Official for Security and with the UNDSS Chief Security Adviser on all security-related issues and participates in relevant security-related coordination meetings.
• Liaises with headquarters units to resolve complex issues and with the Internal and External Auditors; prepares management replies to audit observations and queries, liaises with other UN agencies on common services, and participates in UN OMT meetings as appropriate.
• Ensures compliance with prevailing UN Common security policies, procedures and standards as well as in the follow up on specific UNDSS recommendations.
• Ensures timely communication on security alerts and facilitates their briefing by UNDSS as necessary.
• Supervises the maintenance, upkeep, insurance and operation of the technical facilities and installations, keeping risks to a minimum.
• Ensures proper records management in the office, both online and offline, and provides advice to programme and project personnel on the efficient management of records.
• Participates in meetings relating to Regional Office coordination, monitors individual team member’s performance and provides necessary advice for improvement.
• Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.
• Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints, and proposes solutions to improve quality, timeliness and cost-effectiveness.
• Establishes effective working relationships with government counterparts at an appropriate level for government contributions to the work programme.
• Participates in review meetings to assess managerial and operational capacities and scrutinizes reliability and solvency of selected implementing partners.
• Optimizes the management of the Regional Office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and ensures that premises have adequate security and are SRM (UN Security Management system Security Risk Management measures) compliant.
• Liaises with host country authorities on logistical matters, negotiation of lease agreements, and manages operations as per the Host Country Agreement.
• Organizes and participates in meetings, workshops, celebrations and other events.
• Provides advice and administrative support to the Subregional, FAO Country and Liaison Offices in the region.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in business or public administration, accounting or a related field.
• Ten years of relevant experience in financial management, administration and planning.
• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of French.

Competencies

• Results Focus
• Leading, Engaging and Empowering Others
• Communication
• Partnering and Advocating
• Knowledge Sharing and Continuous Improvement
• Strategic Thinking

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions.
• Extent and relevance of experience in financial management, administration and planning, knowledge and application of rules, regulations and procedures and demonstrated ability to plan, organize and develop effective and efficient work practices, following sound management principles and a client service orientation, as well as to lead, plan and supervise the work of others.
• Extent and relevance of experience in managing, monitoring and evaluating work programmes and resources.
• Demonstrated ability, initiative and judgement to enhance, modernize and innovate business processes and support change management initiatives, including using innovative technologies, approaches and tools in managing teams, business processes and in managing for results.
• Extent and relevance of knowledge and experience, preferably with UN system operational procedures and databases, accounting and financial modules, and corporate applications.
• Extent and relevance of experience in risk management.
• Computer literacy, including knowledge of computerized accounting systems used in complex international organizations.