Junior Letter of Agreement (LoA) Specialist

Organizational Context

The Procurement Service (CSLP) at FAO headquarters provides expert advice, guidance, and oversight for all FAO procurement operations and Letters of Agreement (LoA) Quality Assurance. It ensures that goods, works, and services are procured based on "Best Value for Money" principles. Letters of Agreement are specialized instruments used to acquire services from non-profit and government organizations for needs not commercially available, such as humanitarian operations or academic research. The Junior LoA Specialist will support FAO offices globally with LoA guidance and conduct compliance reviews for high-value LoAs.

Job Purpose

The Junior Letter of Agreement (LoA) Specialist will focus on contracts for non-commercial services, performing essential compliance checks on LoAs and undertaking various administrative tasks. This role is crucial for supporting the Quality Assurance review function, specifically for high-value LoAs. The specialist will ensure that these agreements meet all necessary administrative and regulatory requirements, contributing to the integrity and efficiency of FAO's procurement processes for specialized services. This position plays a key role in maintaining compliance and operational effectiveness within the Procurement Service.

Responsibilities

The Junior Letter of Agreement (LoA) Specialist will conduct Quality Assurance reviews of LoAs and amendments, assessing administrative completeness, internal control framework consistency, and alignment with MS507 requirements. They will provide guidance to personnel in HQ and country offices on LoA management, and meticulously check documentation for high-value LoA reviews. Responsibilities include managing Ad-Hoc Re-Delegation of Authority requests, preparing documentation and minutes for the LoA Committee meetings, and maintaining records. The specialist will also prepare communications, assist in training material preparation and translation, produce statistical reports on LoA processing, and advise users on LoA Purchase Orders within FAO’s ERP system, ensuring accuracy and integrity. Other duties as required are also part of the role.

Work Experience

A minimum of one year of relevant professional experience is required. This experience should be in areas such as finance, business administration, procurement, legal work, project management, or the administration of contracts or grants. Candidates with a Bachelor's degree must possess two additional years of relevant professional experience beyond the minimum requirement.

Skills

Key skills include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Familiarity with enterprise resource planning (ERP) systems, particularly in purchasing and financial management, is desirable. Knowledge of administrative management practices and ERP-based systems is also beneficial. Proven report writing skills in English are essential, with proficiency in French or Spanish being desirable. Knowledge of a second UN language (French, Spanish, Arabic, Chinese, or Russian) is considered an asset. Previous experience in non-governmental or intergovernmental organizations is also advantageous.

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