Administration Specialistnew

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.

FAO Sudan assists the Government to formulate policies, programmes and projects to address the root causes of hunger and malnutrition, develop the agricultural, fisheries and forestry sectors, and utilize environmental and natural resources in a sustainable way. The National Project Coordinator leads the daily operations, planning, implementation, and monitoring of climate-resilient agriculture and natural resource management initiatives.

Reporting Lines

The Administration Specialist reports to the Head of the Office.

Technical Focus

The Administration Specialist will provide comprehensive administrative and operational services to support the effective implementation of the FAO Representation's programme and project activities. The assignment covers a broad range of administrative functions, including protocol, administration, travel management, office and guest house facilitation and general office administration.

The assignment requires coordination with relevant counterparts within FAO and with external stakeholders, as appropriate, to ensure the timely implementation of administrative processes and compliance with applicable FAO policies, rules, procedures and systems.

Tasks and responsibilities

•    Plan, organize and coordinate administrative and operational activities of the office, ensuring the timely delivery of required services to support programme and project implementation.
•    Coordinate and monitor the implementation of administrative arrangements for FAO programmes and projects, identifying operational issues and following up on their resolution.
•    Plan and implement established procedures, norms and systems for a broad range of administration-related processes, including finance, personnel, procurement, contracts and other operational matters.
•    Review and analyse administrative, financial and personnel information from a wide range of sources, including FAO corporate systems and databases, and provides relevant information for management decision-making.
•    Monitor programme and project budgets and expenditures, prepare financial and budgetary estimates and reports, and support the planning, allocation, control and accounting of approved budgetary resources.
•    Coordinate and follow up on administrative and financial transactions with relevant internal and external counterparts, including local banks, financial institutions, government authorities and service providers, as required.
•    Coordinate procurement and other administrative processes related to programmes, projects and office operations, including the follow-up of procurement actions, customs clearances and other required government procedures.
•    Oversee the maintenance of appropriate financial, administrative and personnel records and filing systems and ensure the availability and accuracy of documentation required for reporting, audits and other organizational requirements.
•    Coordinate personnel administration processes and provide advice on the application of relevant administrative policies and procedures, including recruitment, appointments, contracts, entitlements and other personnel-related matters.
•    Prepare administrative, financial and operational reports and analyses for management, budget preparation, audits, programme and project monitoring and other organizational requirements.
•    Review administrative processes and practices, identify areas requiring improvement and proposes measures to enhance efficiency, compliance and service delivery.
•    Coordinate with relevant units at headquarters, regional and country office levels on administrative, financial, personnel, procurement and operational matters.
•    Monitor compliance with applicable organizational policies, procedures and controls, including requirements related to financial management, procurement, personnel administration and office security.
•    Ensure that administrative and operational arrangements support the effective implementation of FAO programmes and projects and respond to changing operational requirements.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in business administration, public administration, accounting, finance, management or another field relevant to the position.
•    At least three years of relevant experience in office management, administration, accounting and/or audit, budget or finance.
•    Working knowledge (Level C) of English and Arabic. 
•    National of Sudan or resident of the country with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

•    Extent and relevance of professional experience in administration and operational management, including financial, budgetary, procurement and/or personnel administration.
•    Knowledge of administrative, financial and operational rules and procedures, preferably within the United Nations system or another international organization.
•    Experience in managing and coordinating administrative processes involving multiple stakeholders and functions.
•    Experience in reviewing and analysing financial, administrative and operational information and preparing reports and recommendations.
•    Knowledge of corporate administrative, financial or human resources systems and databases is desirable.
•    Demonstrated analytical and judgement skills and ability to interpret and apply rules, regulations and procedures in the subject field.
•    Ability to organize and coordinate multiple activities and establish priorities in a complex operational environment.
•    Experience in supporting programme and project administration and financial management would be an asset.
•    Experience in a field office or decentralized operational environment would be desirable.

ADDITIONAL INFORMATION