Assistant Operations Officer at Food and Agriculture Organization

Responsibilities for the Assistant Operations Officer Job

• Immediately after project operationalization, plan with Responsible Officers and Project Mangers the services to be provided under MS 507 and MS 502, taking account of timing, linkages and consider the appropriateness of each manual section
• Support project managers to develop procurement requests, request for quotations and bid documents which comply with FAO regulations and are of sufficient quality to clear initial QA by the sector head.
• Track all procurement requests and follow up where necessary in order to ensure timely delivery to the field.
• Maintain a register of where all assets procured by the projects are, ensure proper hand over of assets, and liaise with Finance Unit for recording into the FAO corporate assets register.
• In collaboration with other sector officers, compile a list of technical specifications for commonly procured items
• Insert all project, commitment and planned commitment into excel allotment forms and appraise project managers and sector heads of delivery on a monthly basis
• Maintain an up to date register of all sector contracts and LOAs on the Shared Drive (Contract / LOA no., PO n.,Service Provider, Project, Dates of Signature by FAO and SP, Date of Closure, Reporting Deadlines, Report Clearance dates, Payment dates, Amendments) and Contacts of SP: Signatory, Technical Responsible and Financial Officer .
• Review the adequacy of the Financial Reports submitted from service providers and (in collaboration with the PMU and CSU) request additional info where appropriate
• Submit financial and narrative reports (from service providers) to CSU for payment once cleared by sector head
• Perform other related duties and activities upon instructions received from sector head

Assistant Operations Officer Job Requirements

• Bachelor’s Degree in Social science, Education, Community Development, Programme Management or related Fields.
• Minimum 3 years’ experience working in a similar position; more specifically experience in programme design and project cycle management.
• Must have fluency in English.
• Good communication, analytical, presentation and reporting skills and a team player.
• Competency in the use of Computer Applications MS Word, MS Excel, MS PowerPoint.
• Proven experience with UN regulations and procedures will be an added advantage.