Organizational Setting

The Regional Office for Europe and Central Asia (REis responsible for leading FAO’s response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO’s priority activities in the region. It oversees the network of Country Offices and the Subregional Office for Central Asia (SE. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO’s strategic response to regional priorities and the implementation of the Organization’s strategies through programmes and projects across the region.
The Regional Office supports the formulation and implementation of the Country Programmes and Projects, including Country Programming Frameworks (CPFand their contribution to the FAO Strategic Framework and the United Nations Sustainable Development Cooperation Framework (UNSDCat the country level, advising Decentralized Offices on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization’s Programme of Work and Budget.
The Regional Office leads, formulates, implements, monitors and reports on the Organization’s programmes and budget in the region and draws management attention to problems, deficiencies and risks.
The Regional Office leads the preparation of the Regional Conferences and the sessions of Statutory Bodies in the region.
The Regional Office develops and maintains relations with regionwide institutions, including the Regional Economic Integration Organizations (REIOand participates in the United Nations Regional Architecture, such as UN Regional Forums on Sustainable Development and UN Regional Collaborative Platforms and related mechanisms.
The Regional Office delivers an improved, integrated and collaborative business model to enhance efficiency, effectiveness, consistency, innovation, agility and responsiveness in logistical, operational, financial and other support services at all levels to accelerate the achievement of the Organization’s programme in the region and ensure compliance with the Internal Control Framework.

The post is located in the Administrative Support Unit (REUof the Regional Office for Europe and Central Asia,  in Budapest, Hungary.

Reporting Lines

The Senior Administrative Officer reports to the Deputy Regional Representative, under the overall supervision of the Assistant DirectorGeneral/Regional Representative (ADG/Rfor Europe and Central Asia (RE.

Technical Focus

Regionwide leadership and management of logistics (procurement, facilities, registry, travel, medical, meetings, courie, finance, budget, information technology, protocol, human resources and other administrative support services. Effective and efficient service provisioning, modernization, innovation and change management using sound management principles, businesses processes, practices, procedures and applications aimed at managing for results. Computerized accounting systems. Risk management, oversight and internal control combined with streamlined bureaucracy and backoffice services. Specialized tools, methodologies, systems and/or databases to support the planning, implementation/delivery and monitoring of the programme of work and budget and related products, programmes and services.

Key Results

Provide leadership, technical and policy guidance for the planning, development and implementation of projects, products and services in accordance with the FAO Strategic Framework and in alignment with the Organization’s Gender Policy.

Key Functions

• Advises the Assistant DirectorGeneral/Regional Representative (ADG/Rin the preparation/formulation of FAO’s regional programme of work and budget and that these are in line with Regional Office work plans and in compliance with the approved Programme of Work and Budget.
• Advises the ADG/RR in the general administration and smooth functioning of the Regional Office and provides advice on a full range of management and administrative matters, with an emphasis on the effective planning and utilization of human and financial resources.
• Supports the Shared Services Centre (SS, the Offshore Systems Development Centre (OSDS, the Emergency Centre for Transboundary Animal Diseases (ECTAand other regional projects, as appropriate.
• Monitors availability of funds for the Regular Programme (Rand field projects; oversees preparation, monitoring and revision of the Regional Office’s budget; ensures that financial commitments, expenditures and periodic budgetary reports are controlled and in line within established limits.
• Identifies operational, administrative and other constraints which may affect programme implementation, and proposes solutions to improve quality, timeliness and cost effectiveness.
•  Ensures the maintenance of a reliable information technology (Iinfrastructure and strategy for the Regional Office.
• Supports the organization of the Regional Conference, World Food Day celebrations and other important meetings.
• Liaises with headquarters units to resolve complex issues and with the internal and external auditors; prepares management replies to audit observations and queries, liaises with other UN agencies in the region on common services and participates in UN Operations Management Team (OMmeetings, as appropriate.
• Ensures the maintenance of the office premises and space requirements; ensures that premises have adequate security and are compliant with minimum operating security standards (MOSand enhances MOSS (EMOS.
• Provides advice and administrative support to the Subregional Offices, FAO Country and Liaison Offices in the region.
• Performs other related duties as required.

Specific Functions

• In coordination with headquarters, ensures coherence in, alignment with and delivery of logistical, administrative and financial services and processes across Regional, Subregional and Country Offices, in adherence to corporate policies and the DirectorGeneral’s priorities.
• Ensures that logistics, administrative and financial service employees in the Regional, Subregional Office and Country Offices work as an integrated and cohesive team, wellcoordinated with counterparts and clients.
•Leads regional logistics, human resources, administrative and financial service teams at regional level to deliver results and adopt innovations effectively, efficiently and ethically, ensuring that appropriate internal control mechanisms are in place to mitigate risks.
• Oversees and monitors regional improvement and delivery of the following administrative support services: procurement, facilities, registry/record management, travel, medical, meetings, courier/correspondence, finance, budget, information technology, protocol and others.
• Works with headquarters, regional programme and field programme to strengthen the capacities of Country Offices, fostering efficiency, complementarity, integration and coordination of administrative and financial services, capacity development and support.
• Assures administrative support for the implementation of field programme operations in countries in the region with no official FAO Representation or with limited operational capacity.
• Leads, monitors and reports on risk management in the region (Internal Control Questionnaires, Fraud Prevention Plans, Risks Logs, business continuity planningsBCPensuring that all offices actively manage risks in keeping with corporate policies and practices and the Internal Reporting Cycle.
• Manages REU financial, administrative and human resources in line with corporate policies and procedures, promoting high performance.
• Monitors overall availability of funds from all sources (Regular Programme and extra budgetar; oversees preparation, monitoring and revision of Regional Office budget.
• Leads REU building, infrastructural and equipment maintenance and upgrades to support FAO’s Corporate Environmental Policy, implementing sustainable technologies and green office solutions, and promotes other efficiencies, while ensuring the required budget is available from the Host Government, Corporate CapEx Board or other sources.
•  Manages contracts with major Regional Office support service providers (banking, travel, security, transportation, cleaning, courier, communications and I.
• Represents FAO in administrative and operational coordination and in UN Business Operations Strategy (BOand supports regional leadership in monitoring progress in the region.
• Contributes to creating and maintaining an inclusive, respectful and ethical work environment free from fraud, harassment, sexual harassment, discrimination and abuse, while supporting and monitoring related reporting mechanisms.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•  Advanced university degree in business or public administration, accounting or a related field.
• Ten years of relevant experience in financial management, administration and planning.
• Working knowledge (proficientlevel of English and limited knowledge (intermediatelevel of another official FAO language (Arabic, Chinese, French, Russian or Spanis.

Competencies

• Results Focus
• Leading, Engaging and Empowering
• Communication
• Partnering and Advocating
• Knowledge Sharing and Continuous Improvement
• Strategic Thinking

Technical/Functional Skills

•  Extent and relevance of experience in financial management, administration and planning.
•  Work experience in more than one location or area of work, particularly in field positions, is essential.
•  Extent and relevance of experience in monitoring and evaluating work programme and resources.
• Working knowledge (proficientlevel of another official FAO language is considered an asset.