Project Operations Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to achieving food security for all and leading international efforts to defeat hunger. FAO supports the transformation to efficient, inclusive, resilient, and sustainable agrifood systems globally. Working in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and capacity development, aligning with national priorities and UN frameworks. In the Philippines, FAO has partnered with the government and other stakeholders for over four decades to address challenges in agriculture, fisheries, and forestry, focusing on sustainability, modernization, and resilience.

Job Purpose

The Project Operations Assistant plays a crucial role in supporting the daily operations of the project within the FAO Representation in The Philippines. This position is responsible for a wide range of administrative, logistical, and operational tasks essential for the smooth execution of project activities. The incumbent will ensure that project operations are managed efficiently and effectively, contributing to the timely delivery of project outputs and objectives. This role requires close collaboration with project teams, administrative units, and external partners to facilitate seamless project implementation and achieve desired outcomes in line with FAO's strategic goals.

Responsibilities

Provide comprehensive support in the preparation, monitoring, and compliance of contracts, Letters of Agreement (LoA), and other partner deliverables. Assist the project team in ensuring the timely delivery of operations according to work plans, identifying and suggesting solutions for potential bottlenecks. Support the monitoring, evaluation, and learning processes of the programme. Participate in the development of project work plans and subsequent activity implementation, in consultation with FAO personnel, partners, and government counterparts. Prepare HR plans based on project documents and monitor resource allocations and expenditures. Liaise with the Project Team, Administrative Unit, and Programme Unit on matters related to programme implementation, including budget preparation, financial control, HR management, travel, logistics, missions, and procurement. Provide assistance in utilizing FAO systems for project management, including generating financial statements. Conduct quality reviews of Purchase Requisitions and coordinate with the Procurement Unit to ensure timely delivery of transactions. Support and coordinate missions from various stakeholders. Maintain project registers and control tools to track project status. Assist in preparing meeting minutes, presentations, and project reports. Perform other relevant duties as assigned.

Work Experience

A minimum of three years of relevant and progressive experience in project operations is required. This experience should demonstrate a strong understanding of administrative, logistical, and operational support within project contexts.

Skills

Proficiency in Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Ability to work effectively under pressure in complex and evolving environments, adapting to multidisciplinary and multicultural teams. Excellent written and oral communication skills in English and Tagalog. Competence in using standard office software, including MS Office (Word, Excel, PowerPoint).

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