Job Description
Duration: Fixed-term: one year with possibility of extension
Post Number: 2005515
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments
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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.
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.
Organizational Setting
Through its Country Offices or Representations, FAO provides policy advice, technical assistance and investment supports to its member states in ending hunger, addressing malnutrition and promoting sustainable agriculture and rural development. The activities of the FAO Country Offices include advocating and formulation of relevant strategies and policies; introduction and dissemination of suitable approaches and technologies; design and implementation of country-tailored field projects; and liaison with government departments, UN Country Team, donor agencies and other development partners on subject matters related to FAO mandate areas.
The FAO Representation in Malawi is developing and implementing field programmes and projects based on the FAO Country Programming Framework (CPF) in Malawi, focusing on three thematic priorities, including: 1) agriculture and food systems transformation; 2) sustainable natural resources management and environment protection; and 3) integrated disaster risk management and resilience building.
The Country Office is structured in three Units, including Programme and Technical Unit, Operation and Coordination Unit, and Administration and Finance Unit. The Operation and Coordination Unit is responsible for delivery of field programmes and projects. It comprises three project coordination Groups in the thematic areas of Agriculture and Food Systems, Natural Resource and Environment, and Emergency, Resilience and ECTAD (Emergency Centre for Transboundary Animal Disease), and three Sections for Procurement, Operations, Monitoring and Evaluation (M&E) and Information Management.
Projects currently being implemented by the Country Office cover the areas of agribusiness development, youth and women empowerment, land, fishery, forestry and water resources management, climate change adaptation and mitigation, emergency responses and transboundary animal disease control.
The Green Climate Fund (GCF) funded project on Ecosystem-based Adaptation for Resilient Watersheds and Communities in Malawi (EbAM) was recently activated, with a total budget of 53.2 million USD. The project aims at building climate resilience in vulnerable watersheds and communities through increasing climate resilience of watershed ecosystems, stabilizing productivity and farmers’ incomes and enhancing enabling environment.
Through its Country Offices, or FAO Representations, FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors. The activities of the FAO Country Offices include design and implementation of country-tailored field programmes, liaison with local donor representatives, and active public awareness-raising and outreach activities related to FAO initiatives such as the World Food Day.
The position is located in the FAO Representation in Lilongwe, Malawi.
Reporting Lines
The Operations Officer reports to the FAO Representative.
Technical Focus
Lead and coordinate the operational support to field programmes and projects implemented by the Country Office, especially the GCF funded EbAM project.
Key Results
The provision of operation support and services.
Key Functions
• Acts as a focal point for all project operational matters, organizes and handles the day-to-day operational activities of the field programme (including emergency, rehabilitation and development projects, in national, regional and global projects) and takes action in consultation with supervisors on any issues which arise during the execution period.
• Prepares project task force meetings and provides secretariat support.
• Ensures the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors and in liaison with other support units.
• Participates in the preparation of project work plans, monitors progress and identifies corrective measures to overcome operational constraints.
• Reviews and monitors the project budget, prepares requests and revisions as required, maintains and monitors budget expenditures and resources, reviews project transaction listings with a view to identifying errors in accounting against budget lines.
• Prepares and submits the Project Implementation Reports and any other reports required by the Organization.
• Ensures the completeness and quality of data and documentation in the FAO corporate systems (e.g. GRMS (Global Resource Management System), FPMIS (Field Programme Management Information System)), for all assigned operational field projects and activities.
• Prepares analytical reports on project performances as required.
• Coordinates action concerning the completion of field projects and arranges for timely and adequate reporting, including identification of project follow-up requirements.
• Contributes to the formulation of project proposals according to FAO’s procedures and prepares project documents for technical clearance and final approval under different funding arrangements.
• Performs other duties as required.
Specific Functions
• Works as the EbAM Operations Expert; leads operational support and services to the implementation of EbAM project (50% of staff time).
• Works as the Head of Operations Section of the Country Office; supervises and coordinates the team and the work of the Operations Section.
• Acts as the Country Office focal point on operations matters; oversees and coordinates day-to-day operational processing for the country office programme portfolio, especially the EbAM project.
• Coordinates the Operations Section to support preparation and implementation of the Project Task Force (PTF) meetings of EbAM and other projects; provides secretariat services to the PTFs.
• Liaises with other Sections to facilitate timely provision of inputs (human resources, technical support services, sub-contracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors, for the implementation of EbAM and other projects.
• Contributes to the preparation of work plans of EbAM and other projects, monitors implementation progress and identifies corrective measures to overcome operational constraints.
• Reviews, verifies and monitors the budgets, expenditures and transactions of EbAM and other projects to ensure compliance with project budget allocation and relevant FAO and GCF guidelines; identifies errors in accounting against budget lines for corrections.
• Coordinates with the project teams to prepare and submit periodic Project Implementation Reports and financial reports for EbAm and other projects, following the timelines, templates and other requirements defined by FAO, GCF and other donor agencies.
• Cooperates with the project teams to prepare and process requests for funds, budget revisions and project extensions for EbAM and other projects based on the needs of projects implementation.
• Ensures the completeness, timely updating and quality of data and documentation in the FAO corporate systems (e.g. GRMS, FPMIS) for all field projects and programmes assigned to the Country Office.
• Prepares and regularly updates analytical reports on the delivery and performance of EbAM and other projects for the information of the monthly Country Office Management Team Meetings.
• Coordinates processing of termination, closure and reporting of programmes and projects implemented by the Country Office, including identification of project follow-up requirements.
• Supports formulation of project proposals according to FAO’s procedures and prepares project documents for internal clearances and final approval under different funding arrangements.
• Acts as the Quality Assurance Officer in processing agreements between FAO and implementing partners under EbAM and other projects, including Partners Agreement (PA) under Operational Partner Implementation Modality (OPIM), Letters of Agreements (LoAs) and Beneficiary Grants (BG); supports relevant responsible persons in monitoring, reporting and closing these PAs, LOAs and BGs.
• Performs other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• Advanced university degree in public or business administration, finance, accounting, economics, social sciences or another field related to the FAO mandate.
• Five years of relevant experience in project management/operations and support.
• Working knowledge (full proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
• Technical/Functional Skills
Technical/Functional Skills
• Work experience in more than one location or area of work, particularly in field positions, is desirable.
• Extent and relevance of experience in working with FAO or other UN agencies in multiple countries and regions, particularly in field positions.
• Demonstrated knowledge and skills in operational processing for programmes and projects implemented by FAO or other UN agencies in developing countries.
• Extent and relevance of experience in working on formulation and implementation of programmes and projects funded by the Green Climate Fund (GCF).
• Demonstrated knowledge and experience in OPIM (Operational Partners Implementation Modality) processing, supervision and monitoring.
• Demonstrated skills in team coordination and supervision.
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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
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GENERAL INFORMATION
• FAO reserves the right not to make an appointment
• Extension of fixed term appointments is based on certification of performance and availability of funds
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
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CONDITIONS OF SERVICE
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: https://commonsystem.org/cp/default.asp
Other benefits, subject to eligibility, include:
• Dependency allowances
• Rental subsidy
• Education grant for children
• Home leave travel
• 30 working days of annual leave per year
• Pension fund entitlements under the UN Joint Staff Pension Fund
• International health insurance; optional life insurance
• Disability protection
FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce. FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes:
• elements of family-friendly policies
• flexible working arrangements
• standards of conduct
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HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications and language skills;
• Candidates are requested to attach a letter of motivation to the online profile;
• Once your profile is completed, please apply and submit your application;
• Your application will be screened based on the information provided on your online profile;
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications;
• Incomplete applications will not be considered;
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered;
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp
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