Job Vacancy: Operations and Administrative Specialist

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Job Vacancy: Job title: Operations and Administrative Specialist

Job description: Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. The incumbent will work in the FAO Representation in Nigeria and will be expected to support the implementation of FAO Nigeria Country Programme Framework

Reporting Lines

Under the overall supervision of the FAO Representative (FAOR) and direct supervision of the Head of the Northeast sub office, the Operations and Administrative Specialist will perform the following duties:

Technical Focus

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Coordinate and perform the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office as a member of the support services coordination team. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Tasks and responsibilities

Finance and Budget Monitoring:

• Assist in the establishment of the financial and administrative procedures in close collaboration with the Operations Team, Head of Maiduguri Sub Office and Assistant FAOR (Administration);
• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases (i.e. GRMS, FPMIS, COIN); verify accuracy of data documents; make necessary adjustments when required;
• Ensure accuracy of coding in line with FAO regulation/chart of accounts, clear supporting documentation, report any admin or financial discrepancies and prepare necessary adjustments as required;
• Assist in the management of appropriate book-keeping of office expenditures, general administration, set up of filling and archive syste
• Examine and process a variety of payment/reimbursement/disbursement of various vendor payments;
• Operate and report on the out posted petty cash (OPC) expenses in a regular basis to support day-to-day operation activities;
• Review financial reports from implementing partners and Process payment status against FAO’s commitments, i.e. Letter of Agreement (LOA), Contracts etc.;

Administrative Support and Management of Assets, furniture, and other office stationary:

• Collate and submit payment requests to Abuja finance unit.
• Assist in submission of Travel Authorizations in the system for FAOR approval;
• Maintain the filling system ensuring safekeeping of all the project related documents;
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard;
• Ensure that all the equipment procured under the projects are recorded in FAO system (COIN);
• Update local asset records based on the outcomes of regular physical inventory and should identify obsolete/un-usable properties/items for disposal;
• Act as custodian for management of office stationary supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Business Administration, Finance, Accounting, or a relevant field preferred.
• Minimum 5 years of practical experience in general project/office operational activities, and progressively responsible experience in operations works.
• Proficiency in English. Knowledge of the local language will be an added advantage
• National of Nigeria

FAO Core Competencies

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

Technical/Functional Skills

• Excellent written and spoken communication skills;
• Organizational skills and ability to plan and carry out tasks systematically
• Strong ability to work within a team and with a diverse range of people
• Understanding of FAO’s role in humanitarian response
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams.
• Excellent interpersonal skills and Team spirit
• Experience of projects involving multiple and diverse stakeholders including Governments, private sector, civil society and end users.
• Previous work experience with UN agencies would be an asset
• Good computer skills.
• Ability to work efficiently and accurately
• Communication skills to maintain good working relationships with people from different nationality and cultural background.

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 please contact: Careers@fao.org
• Applications received after the closing date will not be accepted
• 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
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Location: Maiduguri, Borno State

Job date: Sat, 29 Jul 2023 05:44:16 GMT

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