International Operations Specialist
Duration: 11 months
Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) is a specialized technical agency of the United Nations. The FAO mission is to work toward the eradication of hunger and strive for food security for everyone as stated in the 2030 Agenda. The FAO’s Strategic Framework aspires to transform agri-food systems so that they are more efficient, inclusive, resilient, and sustainable. The ultimate goals of these efforts include better production, better nutrition, better environment, and better lives, while leaving no one behind.
The FAO Subregional Office for the Pacific Islands (SAP) provides policy, technical, programme and operational support to Pacific Island countries and territories. Its portfolio includes Technical Cooperation Programme projects, Global Environment Facility and Green Climate Fund initiatives, and projects financed by bilateral, multilateral and other resource partners. The portfolio covers national, multi-country and subregional interventions in agrifood systems, fisheries, forestry, climate resilience, natural resource management, food security and nutrition.
FAO maintains an office in Fiji and implements a growing portfolio of activities in Fiji and across the Pacific. The Operations Specialist will be based in the FAO Fiji Office and will provide operational support to assigned projects and programme activities.
Reporting Lines
The Operations Specialist works under the overall guidance of the FAO Subregional Coordinator for the Pacific Islands and the direct supervision of the Programme Officer (FAO SAP). The incumbent works in close collaboration with Lead Technical Officers, Budget Holder, project coordinators, operations and programme personnel, colleagues in the FAO Fiji Office, relevant FAO technical and administrative units, and government and implementing partners.
Technical Focus
Operational planning, implementation support, budget monitoring, procurement and human resources coordination, project monitoring and reporting, risk management, compliance, operational capacity development and liaison with government and implementing partners for assigned project.
Tasks and responsibilities
The Operations Specialist will perform the following tasks:
• Serve as the operational focal point for assigned project activities, coordinate day-to-day implementation and promptly escalate operational constraints and risks with proposed solutions.
• Support the preparation, review and regular updating of project work plans, operational plans, procurement plans, staffing plans and delivery forecasts, ensuring alignment with approved project documents, budgets and implementation timelines.
• Monitor project implementation, milestones, indicators, delivery, commitments and expenditures; identify slippage, bottlenecks and emerging management issues; and recommend timely corrective action.
• Review project budgets and transaction listings, identify incorrect or irregular charges, support budget revisions and funding reallocations, and contribute to the orderly financial closure of projects.
• Coordinate the timely provision of project inputs, including personnel, technical support services, travel, Letters of Agreement, contracts, training, equipment and supplies, in liaison with responsible FAO units and project teams.
• Support recruitment and onboarding processes for project personnel and consultants in close consultation with the Programme Officer, Lead Technical Officers and project managers, and provide ongoing operational guidance to personnel engaged under assigned projects.
• Prepare or coordinate operational documentation for procurement actions, including Invitations to Bid, Requests for Quotation, Requests for Proposal and Letters of Agreement, in collaboration with technical teams and in accordance with FAO rules and procedures.
• Participate in local procurement and review committees, as required, and follow up on procurement actions to support timely delivery of project inputs.
• Review operational processes and practices in the Fiji office and, where requested, other SAP country or project offices; recommend practical improvements consistent with FAO policies, internal controls and operational procedures.
• Prepare and coordinate Project Task Force, steering committee and other project governance meetings; compile supporting documentation; provide secretariat support; and monitor follow-up actions.
• Support the timely preparation and submission of project implementation reports, narrative and financial reports, donor reports and other required documentation, securing inputs from technical officers, project personnel and partners.
• Maintain complete, accurate and up-to-date project information and supporting documentation in FAO corporate systems and monitoring tools, including FPMIS and relevant financial, administrative and reporting systems.
• Prepare analytical updates and portfolio reports on implementation progress, delivery, budget performance, risks, management issues and required decisions for management review.
• Liaise with government counterparts, implementing partners and other stakeholders on operational matters, including the review and countersignature of project documents, activity planning and resolution of implementation bottlenecks.
• Facilitate the timely processing of eligible payments, salaries, travel claims and daily subsistence allowance reimbursements, ensuring that supporting documentation is complete and compliant with FAO requirements.
• Provide operational guidance, coaching and training to project and country-office personnel on FAO project-cycle requirements, budget management, procurement, human resources processes, donor conditions, documentation and monitoring.
• Undertake operational support missions to Fiji project sites and, when authorized, other SAP countries to review implementation, strengthen local capacity and help resolve operational bottlenecks.
• Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• Advanced university degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in Business Administration, Public Administration, Project Management, Finance, Economics or a related field
• Consultants with a bachelor's degree need two additional years of relevant professional experience
• At least 5 years of relevant experience in project/programme management, operations, or financial management
• Knowledge of FAO rules, procedures and systems would be an asset
• Working knowledge (level C) of English
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement