Organizational Setting

FAO’s office for Yemen is responsible for developing, promoting, overseeing, and implementing agreed strategies for addressing countrywide food, agriculture, and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, program, and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

FAO assists the Government of Yemen to formulate and implement policies, programs and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The Administrative Specialist reports to the FAO Representative in Yemen.

Technical Focus

Financial management of and administrative support to Country programmes.

Tasks and responsibilities

Comprehensive technical, statistical, analytical and/or policy analysis services and the development of specialized tools, methodologies, systems and/or databases to support the planning, implementation/delivery and monitoring of the programme of work and related products, projects, publications, and services.

•    Advises in the preparation of the Programme of Work and Budget (PWB) in consultation with relevant technical officers and the HQ technical divisions; prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitor effectively budgetary trends;
•    Prepares periodic budget reports for submission; prepares post-planning and monitoring and other regular and ad hoc reports;
•    Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures;
•    Develops, implements and monitors corporate activities; identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost-effectiveness;
•    Overviews the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors the availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines;
•    Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training   on budgetary, financial and managerial issues in line with the Organization’s regulations, policies and procedures;
•    Establishes effective working relationships with Government counterparts at appropriate levels for Government Contributions to the work programme (Consultants only)
•    Oversees operational and staffing requirements of the Office and its projects and ensures optimal staffing of the Office and projects;
•    Participates in review meetings to assess managerial and operational capacities, scrutinize the reliability and solvency of selected implementing partners;
•    Assesses training needs and encourages training events as well as other human resources-related activities;
•    Optimizes the management of the Office’s premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and be responsible for security for MOSS compliance;
•    Establishes and maintains partnerships with HQ units, interacts with Auditors and prepares replies to audit observations and queries;
•    Organizes and participates in meetings, workshops, celebrations and other events;
•    Manages and streamlines procedures of FAO Yemen Administrative Support Units.
•    Monitors and streamlines procedures related to (Corporate services) in the field to ensure transparency and accountability in accordance with Compliance requirements;
•    Monitors expenditure against assigned project budgets by Operations Unit for small-time payments and general running costs related payments;
•    Provides oversight in assets transfer for closing projects as requested by different sectors.
•    Monitors adherence to administrative procedures in Field Offices, highlighting any risks and suggesting mitigating factors to local teams as well as senior management; and provides functional support and training to Field Offices on best practices and usage of corporate tools.
•    Performs other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in business or public administration, accounting or a related field financial management, administration and planning;
•     Five years of relevant experience in financial management, administration and planning
•    Working knowledge of English and limited knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish). For PSA working Knowledge of English is required

FAO Core Competencies

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

Selection Criteria

•    Work experience in more than one location or area of work, particularly in field positions, is desirable
•    Extent and relevance of experience in financial management, administration and planning
•    Extent and relevance of experience in organizing programme proposals and monitor programme implementation
•    Work experience in more than one location or area of work, particularly in field positions, is desirable
•    Extent and relevance of experience in financial management, administration and planning
•    Extent and relevance of experience in organizing programme proposals and monitor programme implementation
•    Knowledge of Oracle Financials is considered a strong asset;
•    Extent and relevance of knowledge of United Nations rules and operational procedures;
•    Analytical and judgment skills, and ability to apply procedures in administration and management.
•    The knowledge and experience of FAO systems and databases, accounting or financial modules and corporate applications will be an asset.