Assistant FAO Representative (Administration)
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to leading international efforts to defeat hunger and achieve food security for all. Operating in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and support for agrifood systems transformation. They ensure effective operations, mobilize resources, and advocate for investments in line with national priorities and global frameworks, all while upholding accountability standards. This position is based in the FAO Representation in Khartoum, Sudan.
Job Purpose
The Assistant FAO Representative (Administration) is responsible for ensuring the effective and efficient provision of administrative support to the programme and project activities of the FAO Representation in Sudan. This includes comprehensive programme administration and financial management, encompassing accounting and personnel administration. The role involves planning, organizing, and coordinating office administrative services, implementing procedures in compliance with FAO policies, and managing the administrative team. Key functions include monitoring programme implementation, preparing financial and budgetary estimates, processing payments, overseeing correspondence and filing systems, and ensuring compliance with security guidelines.
Responsibilities
The Assistant FAO Representative (Administration) will plan, organize, and coordinate the office's administrative services to ensure efficient operations. This includes providing administrative support for the implementation of FAO collaborative programmes and monitoring their progress. The role involves planning and implementing administrative procedures, norms, and systems in compliance with existing policies. A key responsibility is managing and supervising the administrative team. The incumbent will review and analyze data from various sources, including FAO's corporate systems, and prepare reports, financial, and budgetary estimates for projects. They will manage the application, control, and accounting of approved budgetary allocations, and prepare special reports for budget preparation and audits. Additionally, the role requires reviewing accounts, processing payments according to established rules, liaising with local banks, and overseeing the office's financial and administrative correspondence and filing system. Monitoring government contributions and ensuring proper procurement and custom clearances for programmes and projects are also essential duties, along with ensuring compliance with Minimum Operational Security Standards (MOSS).
Work Experience
A minimum of three years of relevant professional experience is required in areas such as office management, administration, accounting, audit, budget, or finance. Experience in more than one work location or area, particularly in field positions, is desirable. Experience in managing administrative teams and knowledge of UN or standard operational rules and procedures are also beneficial.
Skills
The ideal candidate will possess strong analytical and judgment skills, with the ability to apply rules and regulations effectively. Demonstrated experience in office management and administration, including supervisory experience, is crucial. Knowledge of UN operational rules and procedures, project/programme administrative management, and FAO's corporate systems or similar financial applications is highly valued. Excellent communication, teamwork, and relationship-building skills are essential for success in this role.