Operations Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO), in collaboration with the Ministry of Lands, Housing and Country Planning (MLHCP) and financed by the World Bank, is implementing a project focused on strengthening women's land rights, improving land dispute resolution, and promoting inclusive land governance in Sierra Leone. The project requires robust operational support for effective implementation, adherence to FAO and World Bank procedures, and efficient coordination of field and administrative activities.

Job Purpose

The incumbent will provide essential support for operational planning, logistics, procurement, and financial processes. This role is critical for ensuring the efficient delivery of project activities, maintaining compliance with FAO rules and donor requirements, and ensuring proper documentation for audit readiness. The position also plays a key part in effectively coordinating field operations and facilitating smooth communication among all stakeholders involved in the project's implementation.

Responsibilities

Provide comprehensive operational and logistical support, coordinating arrangements for project activities, trainings, workshops, and field missions. Manage travel arrangements, including tickets, accommodation, and DSA processing, and ensure the availability of vehicles, fuel, and drivers. Assist in preparing and monitoring activity workplans and schedules. Support procurement processes, prepare purchase requests, track actions, and maintain documentation. Manage asset inventory and updates. Offer financial and administrative support by monitoring budgets, tracking expenditures, processing payments, and ensuring the accuracy of financial transaction documents. Maintain organized and audit-ready filing systems. Facilitate communication between FAO, partners, and stakeholders, support meeting organization, and liaise with district-level actors for field implementation. Provide administrative and logistical support during missions and official visits. Support the preparation of operational inputs for project reports, maintain records of activities and expenditures, and track progress against workplans. Ensure compliance with FAO rules and donor requirements, identify operational bottlenecks, and support audit processes through meticulous record-keeping.

Work Experience

A minimum of 5 years of relevant experience in operations, administration, or logistics is required. Experience in donor-funded or international development projects is an asset, as is experience with FAO or UN operational systems.

Skills

Strong organizational and coordination skills are essential. Proficiency in procurement, logistics, and administrative procedures is required. Demonstrated ability in operational planning and support, with experience in supporting field operations and multi-stakeholder coordination. Strong reporting and documentation skills are necessary. Proficiency in Microsoft Office applications is expected. Excellent communication, teamwork, and relationship-building abilities are important for this role.

Explore related opportunities