Food and Agriculture organization of the United Nations

Terms of Reference for NPP n /PSA.NAT o

Name:
Job Title: / Operations Assistant
Division/Department: / FNLIB
Programme/Project Number: / UTF /LIB/051/LIB
Location: / Tunis, Tunis
Expected Start Date of Assignment: / ASAP / Duration: / 6 months
Reports to: / Name: / Mohamed Al Ansi / Title: / OiC FAO Libya

General Description of task(s) and objectives to be achieved

Main Purpose
The Operations Assistant effectively facilitates support activities for field projects carried out under the responsibility of FAO Libya. He/she assists in operations of the projects assigned and takes routine decisions on operations actions based on a good knowledge of applicable rules and procedures as well as local conditions.
Supervision received/exercised
The incumbent receives direct supervision from the Officer in Charge of FAO Libya and works in close cooperation with FAO Libya

key performance indicators

Expected Outputs:
Functions / Key Results Expected
Support project FAO Libya field project implementation with various stakeholders; resolve routine operational and process problems and refer complex issues to supervisor with recommendations for course of action.
·  Handle the information flow of the projects assigned; prepare documentation, reports, contracts and briefing materials as required on project activities and status; check documents for accuracy and compliance with FAO format and style; communicate on project operational matters with the various stakeholders.
·  Maintain accurate records of all operational and financial transactions for easy reference and retrieval; is responsible for document management including closures and filing, and monitoring due dates for the submission of project reports.
·  Check quarterly project reports and upload in the system; provide advice on operational matters upon requests.
·  Initiate operational actions necessary for the implementation of the project, (i.e. Letters of Agreement, government clearances, requests for personnel, briefing schedules, authors’ contracts, procurement of equipment, Travel Authorizations) and ensure their timely completion.
·  Facilitate the recruitment process of consultants by reviewing all the documentation required; provide administrative support to the consultants during the project cycle up to the clearance of their final report and payments.
·  Prepare budget revisions according to the workplan; verify accuracy of expenditure requests, availability of funds, and completeness of documentation submitted.
·  Handle Cash settlement and Cash Advance.
·  Organize Workshops (invitation letter, meeting venue, Per diem, arrange travels,…), and carry translation of incoming official letters.
·  Handle procurement for the project. / Required Completion Date:
Competencies
Core competencies: FAO core competencies include: Understanding FAO’s mandate & its global contest; planning, organizing, and delivering quality results; communicating to build understanding & support; working together in teams and partnerships; engaging in continuous learning.
Operational Effectiveness: Work with minimal guidance, structure tasks, establish priorities and adhere to deadlines. Show a high degree of accuracy and attention to detail.
Client Orientation: Focus on result for the client. Attend to inquiries from internal and external clients in an effective, timely and friendly manner. Treat clients with courtesy and respect even when working under pressure. Express a high level of trustworthiness.
Interpersonal Communications and Teamwork: Work effectively and efficiently with staff at all levels, listen to others and openly share own ideas. Express sensitivity, cultural empathy and respect for diversity. Productively handle differing views and opinions and strive for achievement of shared goals. Respond positively to feedback.
Knowledge Exchange and Learning: Share own knowledge and promote a learning culture within the Office. Actively work towards continuing personal learning, apply newly acquired skills, and support flexible use within the Office.
Education, Experience and Technical Skills
Education: Completion of Secondary School Education.
Work Experience and Knowledge: Four years in clerical and/or secretarial work including operations work. Good knowledge of FAO's or UN documentation standards, administrative rules and procedures.
Languages: Working knowledge of English and Arabic. French would be an asset.
IT Skills: Good knowledge of MS Office (Windows, Word, Outlook, Excel, Internet). Knowledge of FAO’s information systems (e.g. FPMIS, Oracle DWH) and of administrative systems (Oracle financials, ATLAS and HRMS) would be an asset.