National Operations Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind.

The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).

Reporting Lines

Under the overall supervision of the Subregional Coordinator for the Pacific, the direct supervision of the International Operations Specialist, and in close collaboration with the Technical Adviser (Agrifood Systems) and Lead Technical Officer (LTO), and with other national and international consultants of the, ‘Sustainable Transformation of Domestic Agrifood Systems (STODAS) Project” in Fiji, Samoa and Solomon Islands the National Operations Specialist  will perform the following activities:   

Technical Focus

This role is responsible for ensuring the seamless execution of project activities by providing comprehensive operational support, managing procurement processes in compliance with FAO guidelines, and maintaining accurate administrative and financial records. Additionally, the role involves monitoring project plans and budgets, liaising with project stakeholders, and supporting various administrative functions to uphold FAO's principles of fairness, transparency, and effectiveness in procurement and project management

Tasks and responsibilities

•    Provide Overall Operations Support: Ensure smooth execution of project activities and events by offering consistent operational assistance, coordinating logistics, and resolving issues as they arise.
•    Procurement Documentation and Compliance: Prepare, review, and manage routine documentation and correspondence for procurement actions, including identifying potential suppliers and securing necessary clearances. Ensure all procurement documents comply with FAO rules, processes, and specific donor requirements before submission to SAP-Procurement.
•    Track and Monitor Orders and Deliveries: Monitor purchase orders, contracts, and track shipment and receipt of goods and services. Ensure all supporting documents are complete, assist with customs clearances, and facilitate the timely collection of goods.
•    Maintain Administrative Records: Keep up-to-date and accurate administrative records for the project. Use these records as the foundation for preparing timely and comprehensive reports as needed.
•    Manage Document Uploads in FAO Systems: Upload relevant documents into FAO systems such as GRMS and FPMIS, ensuring all data is properly recorded and accessible.
•    Financial Recordkeeping and Reporting: Maintain accurate financial records, track expenses, and generate financial reports as required by the project. Ensure compliance with project financial management procedures and FAO guidelines.
•    Monitor Project Plans and Budgets: Track work plans, budgets, procurement plans, and project milestones. Identify potential risks, recommend corrective actions to avoid delays, and support project timelines and objectives.
•    Liaise with Project Staff and Partners: Act as a key liaison between project staff, FAO units, specialists, and contractors to ensure successful execution of project activities.
•    Support Travel and Recruitment: Assist with coordinating travel arrangements for project staff and consultants, ensuring compliance with FAO policies.
•    Coordinate the overall hiring plan for hiring of affiliate workforce.
•    Review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
•    Assist with Finance and Administrative Procedures: Support finance-related tasks, including liquidations, invoicing, and payment processing, ensuring timely and accurate completion of these tasks.
•    Coordinate with Finance, Travel, and Procurement Teams: Maintain close coordination with finance, travel, and procurement personnel to ensure seamless project operations.
•    Assist in Budget Revision and Audit Preparation: Aid in the preparation of budget revisions and provide necessary documentation and information for project audits, ensuring transparency and accountability.
•    Update Procurement Plans: Maintain and regularly update the project’s procurement plans to ensure timely procurement of goods and services in line with project needs.
•    Provide Financial Updates: Regularly extract financial statements from iMIS to provide updates on project expenditure, ensuring alignment with project budgets and donor requirements.
•    Assist with Reporting and Transaction Mapping: Support the preparation of various reports, including progress reports and financial reports, ensuring accuracy in transaction mapping in FPMIS and compliance with FAO and donor guidelines.
•    Support Project Closure Procedures: Assist in the operational and financial closure of the project, ensuring that all pending matters are finalized and that commitments are liquidated in accordance with FAO and donor guidelines.
•    Perform Other Duties as Assigned: Undertake additional tasks as needed to support the successful implementation and closure of the project.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements 

•    Bachelor’s degree in Business Administration, Project Management, or a related field.
•    Minimum of five years of relevant work experience in project management and implementation, particularly in operations support, procurement, and financial recordkeeping.
•    Full proficiency in English.
•    Must be a national of Samoa

FAO Core Competencies

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

Technical/Functional Skills 

•    Efficiency, competence and integrity as well as negotiating skills, tact and diplomacy are essential.
•    Able to work with multi-disciplinary and multi-cultural project partners at regional and international level;
•    Work experience in more than one location or area of work, particularly in field positions is desirable.
•    Extent of knowledge of FAO standard operational rules and procedures and project/programme administrative management procedures
•    Excellent communication and interpersonal abilities, with experience liaising between diverse project stakeholders.
•    Extent of knowledge of FAO’s corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
•    Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.

Selection Criteria

•    Demonstrated experience in managing or coordinating international, regional, or national projects related to agriculture and the environment.

ADDITIONAL INFORMATION