Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established in October 1945 with the objective of eliminating hunger, improving nutrition and standards of living by increasing agricultural productivity. FAO contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. Accordingly, FAO complements the efforts of governments and technical agencies in programs for developing agriculture, forestry, fisheries, land and water resources. It also carries out research; provides technical assistance on projects in individual countries; operates educational programs through seminars and training centres; maintains information and support services, including keeping statistics on world production, trade, and consumption of agricultural commodities; and publishes a number of periodicals, yearbooks, and research bulletins headquarters are in Rome, Italy and the organization has more than 180 members with offices throughout the world.

Reporting Lines

The Operation Specialist will work under the overall supervision of the FAO Representative (FAOR) in Botswana and the direct supervision of the Assistant FAO Representative – Programme.

Technical Focus

The Operations Officer coordinates, monitors, and control functions in support of FAO’s Operational services. He/she is expected to act as the primary escalation point for all technical issues raised within the project execution. He/she are further expected to contribute to timely and efficient project operations.

Tasks and responsibilities

Under the direct supervision of the Assistant FAO Representative – Programme and the overall supervision of the FAOR, the incumbent will perform the following tasks:

•    Ensures the effective management of the project cycle in Field Programme Management Information System (FPMIS) including, amongst others, timely opening of the funded projects, financial monitoring, expenditure forecast and project closure.
•    Actively participate in projects formulation, approval and execution including contribution to projects workplans and their implementation in accordance with the rules or the Organization
•    Prepares financial reports in non-FAO formats, by using the Results Based modules in FPMIS.
•    Reviews project proposals according to FAO’s procedures to be submitted to donor countries and/or donor agencies as well as the UN system for financial support.
•    Reviews new project budgets to ensure compliance with donor requirements and FAO budget guidelines.
•    Prepares and processes budget revisions as requested using the FPMIS Budget module.
•    Maps expenditures in FPMIS, in consultation with the respective Project Managers and Finance Associates.
•    Keeps track of salary expenditure and ensure adherence to both number of months and amounts budgeted for relevant staff members.
•    Ensure all project’s related documents are uploaded and filed in FPMIS in accordance with the Project Cycle Management requirements.
•    Reviews and rationalise expenditures to ensure adherence to project budgets.
•    Keeps a record of adjustments and follow up as needed across projects, operations and technical teams.
•    Reviews Implementing Partners’ (IP) Financial reports ensuring donor compliance and project timelines.
•    Uploads relevant documents in FPMIS to keep project records up to date.
•    Works closely with the Procurement Unit for the procurement of inputs and services for the implementation of project related activities.
•    Carries out verification exercises of IP’s accounts to ensure expenditures presented are true and fair.
•    Contributes towards the preparation of briefs and comprehensive reports.
•    Participates, if applicable, in assessment of needs and field supervision missions in the framework of the ongoing projects
•    In collaboration with the Programme and Finance sections of the Country Office, undertakes necessary action for the mobilization of donor funds, including inputs in the preparation of project proposals.
•    Carries out Quality assurance for Letters of Agreement (LoA)
•    Any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements   

•    University degree in Project Management, Finance, Accounting, Business administration, Economics, Social Sciences, or related discipline
•    A minimum of 5 years of relevant progressive experience in the field of Operations, Project Cycle Management, Compliance, Grant Management
•    Working knowledge (level C) of English
•    National of Botswana

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Good knowledge of the MS Office applications, Internet, and office technology equipment.
•    Good report writing, presentation and analytical skills.
•    Good knowledge of corporate information systems
•    Able to work with minimum guidance, well organized, attentive to detail and pro-active.
•    Willing to learn and pro-actively seek out and propose solutions and/or improvements to everyday tasks.
•    Experience working with donors and other partners.

ADDITIONAL INFORMATION