Operations Assistant – SC6 – Job Ref. KEN/FAO/082319

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through 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.

The position is located in the FAO Representation in Kenya.

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes 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.

Reporting Lines

The Operations Assistant will work under the overall supervision of the FAO Representative in Kenya and under the direct supervision of the Head of Operations and in close collaboration with the programme/technical units.

Technical Focus

The Operations Assistant will contribute to improved operational support to the Country Programme, ensuring that the programme budget monitoring and management is provided to team leaders timely and correctly.

Tasks and responsibilities

•    Carry out data entry in FPMIS for creation of entity numbers, concept notes and project openings.
•    Liaise closely with sector Programme Assistants to ensure that mapping of expenditures is done timely and correctly
•    Undertake responsibility for preparing and submitting requests for accounting adjustments
•    Carry out data entry in the staffing tool, to keep it updated by incorporating new budgets, new recruitments and staff movements
•    Undertake responsibility for updating the FBA dashboard
•    Review emergency project budgets and prepare drafts for OSP clearance
•    In close collaboration with project managers, prepare draft budget revisions of emergency projects
•    Take the lead in the process that leads to the Operational closure of projects, including transfer of assets, submission of terminal reports and filling of the Operational closure form
•    Ensure timely preparation and submission of all project reports (interim and terminal reports) as stipulated in the donor funding agreements.
•    Monitor the project dashboards and reports to the head of unit with recommendations for action on projects in condition
•    Process staff funding changes in GRMS, to reflect the funding breakdown
•    Ensure the completeness and quality of data and documentation in FPMIS for all assigned projects
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in social sciences, Education, Community Development, Programme Management or related Field
•    10 years of relevant experience in operations, project cycle, finance, budgeting, admin or related fields
•    Working knowledge of English and Kiswahili
•    Must be Kenyan Nationality

• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
  The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

FAO Core Competencies

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

Technical/Functional Skills

•    Work experience in UN regulations and procedures will be an added advantage.
•    Proficiency in the use of Computer Applications MS Word, MS Excel, MS PowerPoint.
•    Good communication skills.
•    Excellent analytical, presentation and reporting skills.