Operations Assistant - SC6

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to efficient, inclusive, resilient, and sustainable agrifood systems to improve production, nutrition, the environment, and livelihoods globally. FAO Kenya is actively supporting the Government of Kenya in digitalizing the agriculture sector and leveraging data for decision-making. To enhance its internal technical capacity, FAO Kenya seeks a qualified Operations Assistant to join its Representation in Kenya.

Job Purpose

The Operations Assistant will provide crucial operational support to projects within FAO Kenya. This includes managing financial and budget operations, utilizing corporate systems, and facilitating procurement and logistics processes. The role involves meticulous project expenditure tracking and reporting, efficient travel management, and effective coordination and liaison with various country office departments. The objective is to ensure the smooth and compliant execution of FAO's programmatic activities through robust administrative and operational services, contributing to the overall efficiency and effectiveness of the FAO Representation in Kenya.

Responsibilities

The Operations Assistant will be responsible for raising purchase requisitions and coordinating the hiring plan for national and international affiliate workforce, including developing and reviewing Terms of Reference and ensuring compliance with regulations. This role involves managing the publication of vacancy announcements to attract qualified candidates and providing administrative support for consultant payments. The Assistant will manage the complete contract cycle for affiliate workforce in the Global Resource Management System (GRMS). Responsibilities also include mapping project expenditures in FPMIS, creating entity numbers and concept notes, preparing accounting adjustments, and processing travel authorizations and expense claims. The role requires close liaison with relevant departments to ensure adherence to FAO standards and guidelines for all operational and communication activities.

Work Experience

A minimum of three years of progressive work experience in operations, project management, administration, or travel-related functions is required. Experience in managing operational processes, including procurement, finance, travel, and recruitment support, is essential.

Skills

Key skills include proficiency in corporate systems such as GRMS and FPMIS for transaction processing and expenditure tracking. The candidate must demonstrate strong financial and administrative accuracy, particularly in managing payments, advances, and accounting adjustments. Excellent coordination abilities are needed to liaise effectively with programme and operations teams to ensure timely project delivery. Core competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement.

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