Administrative and Operational Assistant

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.