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Operations Assistant

FAO

Dakar, Sénégal
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Job Description: 2101364
 
Operations Assistant

Closure Date: 20/May/2021, 11:59:00 PM
Organizational Unit: SFW
Job Type: Non-staff opportunities
Type of Requisition: PSA (Personal Services Agreement)
Grade Level: N/A
Primary Location: Senegal-Dakar
Duration: Up to 11 months
Post Number: N/A

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

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 member nations and person 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 our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
All selected candidates, therefore, will undergo rigorous reference and background checks
All applications will be treated with the strictest confidentiality
The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization
 
Organizational Setting
The Swedish International Development Cooperation Agency (Sida), the Food and Agriculture Organization of the United Nations (FAO) and the Economic Community of West African States (ECOWAS) are collaborating on a 5-year project: Global Transformation of Forests for People and Climate: a focus on West Africa. The project is implemented by FAO in partnership with ECOWAS, with financial support from Sida.  It contributes to the implementation of the ECOWAS Convergence Plan for the Sustainable Management and Use of Forest Ecosystems in West Africa, adopted in 2013. The Convergence Plan aims to mobilize political, institutional, financial and technical support to address transboundary forest issues across ECOWAS's 15 member states.

The objective of the  project is to strengthen decision-making on forests and land management across West Africa through three priority focus areas:

Focus area 1:  Knowledge of the state of forest ecosystem dynamics
Focus Area 2: Forest and land related laws, policies and strategies at the sub-regional level; and
Focus Area 3: Demonstration of community-based sustainable forest and land use practices and encouraging south–south cooperation
 
Reporting Lines
The Consultant works under the overall supervision of the Senior Policy officer of SFW, the direct technical

supervision of the Project Manager in close collaboration with the programme officer for budget and finance at HQ and the administration/finance division of SFW  

Technical Focus
The Operations assistant will provide support to the day to day operations of the project in the 15 ECOWAS members states, information management and reporting, monitoring & evaluation activities  

Tasks and responsibilities

The Consultant will have the following responsibilities and functions:
Support day-to-day operations of the project (all aspects of the project cycle linked to financial activities monitoring and reporting);
Prepare, in consultation with Project Manager and the administration, the operational and procurement plans for services, goods and human resources;
Work with the administration/finance and human resources to ensure timely provision of inputs for personnel, technical support services, sub-contracts, training, equipment/supplies and other needs related to project operations
Consolidate technical specifications of inputs and services, ensure technical clearance by LTO or HQ technical units (where/as relevant),
Perform operational functions related to the procurement process, including the preparation of documents related to assigned procurement actions; do the follow up to ensure that actions are completed in a timely manner
Undertake monthly monitoring of the baby project budget execution/delivery; review project transaction listings to ensure proper accounting against budget lines; support the programme officer for budget and finance in preparing result based monthly financial reports and in taking corrective action (back charges, funding changes, secondment reimbursement etc.) if/as required;
Assist the project manager and the budget and finance officer with funding allocation, budget revisions, field budget authorizations etc.; using FPMIS, IMIS, GRMS etc.   
Support the project manager in identification of partners and service providers
Monitor the contracts signed with vendors informing the Project Manager about issues, products deadlines and supporting amendments elaboration;
Assist the project manager with the preparation of LoA, obtaining necessary clearances and DOA If necessary. Arrange the operations needed for signing and executing Letters of Agreement (LoA) with relevant project partners; ensure close follow up and monitoring of their implementation including expenditure follow up and submission of monthly financial reports as needed.
Undertake follow up field visits with the beneficiaries when necessary to provide support in the operational implementation of the different initiatives,
Support the project manager to ensure the completeness, currency and quality of project data and documentation in FPMIS throughout the project cycle (this includes inter alia inserting and maintaining updated LFM, work plan and budget data);
Assist the project manager with monitoring progress made in achieving project results in accordance with the LFM and work plan, and risks faced by the project, drawing attention to bottlenecks and constraints, identifying and proposing corrective measures as appropriate;
Support the project manager in the coordination and timely preparation of project progress and final reports, contribute inputs to project/programme briefs and comprehensive reports, evaluation reports, project documents, statements and correspondence for internal use and for recipient governments and donors
Participate in internal meetings, facilitating the exchange of information, the collection and classification of information
Support the project manager in organizing multi-stakeholder workshops and meetings throughout the project’s life span;
Support the project manager in communicating project results and ensuring project visibility for the resource partner;
Undertake any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  
University Degree in Economics, Business Administration, Finance or related fields with good understanding of forestry/environment issues.
At least Five years of relevant experience in office management, administration, accounting and/or audit, budget or finance and in project operation and management related to natural resources management, including field experience in developing countries particularly in West Africa
Working knowledge of English and French
National of Senegal or resident in the country with a regular work permit.  

FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement

Technical/Functional Skills
Work experience in more than one location or area of work, particularly in field positions is desirable
Depth of familiarity with forestry/environmental issues, specific knowledge of West Africa forestry is an asset
Extent and relevance of experience in the field of administration, human resources, finance  and management;
Extent and relevance of experience in programme/project formulation, analysis, planning and implementation;
Extent of knowledge of planning and budgetary processes and associated tools particularly those of FAO;
Understanding of FAO policies and programmes is considered a strong asset.
Strong computer skills and knowledge;
Extent and relevance of professional experience with NGOs, United Nations, national governments, intergovernmental and international organizations;
Good analytical skills and ability to synthesize a large amount of data into analytical and practical knowledge/
Extent and relevance of experience in public administration
Demonstrated understanding of the purpose and functions of technical programmes, operational guidelines and programme/project management procedures, preferably those adopted by the United Nations or FAO would be considered an asset
 
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

 ADDITIONAL INFORMATION
• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help, or have queries, please contact: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/

HOW TO APPLY
To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Only applications received through the recruitment portal will be considered.
Candidates are requested to attach a letter of motivation to the online profile.
If you need help, or have queries, please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT 
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