Operations Assistant Food and Agriculture Organization (FAO)

The support is based on the guidelines as provided by the Country Programming Framework (CPF). The current Zambia CPF has four priority areas: (1) Improve production and productivity of crops, livestock, fisheries and forestry; (2) Sustainable management of the natural resource base and Increasing Resilience and Uptake of Climate Smart Agriculture; (3) Enhance food security and nutrition status; and (4) Improved market access and sanitary measures. The incumbent’s tasks will mainly contribute to the first priority area.

The Food and Agriculture Organization of the United Nations (FAO) is implementing a new project titled Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR). This project is being supported by the World Bank under the Pandemic Fund. The project focuses on fortifying the nation’s readiness and response capabilities concerning public health threats and challenges.

Reporting Lines

The incumbent will be under the overall supervision of the FAOR Country Representative and under the functional and administrative supervision of the AFAO Representative – Administration. The incumbent will work under the national project coordinator for day-to-day activities. S/he will also work closely with technical backstopping of the ECTAD Country team Lead.

Technical Focus

The incumbent will in collaboration with the National Operations and Administrative Specialist provide operational and administrative support to implementation to the World bank funded Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR) and USAID Funded “Enhancing Animal Health and One Health capacities to mitigate zoonotic diseases and Antimicrobial Resistance (AMR) risks and threats in Zambia

Tasks And Responsibilities

The incumbent will undertake the following duties and responsibilities:

• Provide operational support to Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR) and other FAO projects in Zambia
• Support the development of and provide operational inputs for project documents, proposals, and work plans for internal clearances.
• Provide inputs for personnel, technical support services, sub-contracts, training, equipment/supply, and other needs related to project operations
• Manage budgets and field expenditures of the projects including maintaining and monitoring shadow budgets, financial and management plans.
• Provide support to monitor and follow-up the contracts of Pandemic and ECTAD personnel, including quality assessments, and reporting
• Coordinate and contribute to the preparation of internal operational briefs and monitoring tables
• Supports procurement and contract activities, in line with the program work plan and budget of assigned activities;
• Supports financial and budget monitoring of FAO’s component of assigned projects using the FAO Corporate systems and tools, such as GRMS, the FPMIS Budget Module and the Transaction mapping tool;
• Supports up-to-date maintenance of FPMIS with relevant information (inserting/uploading reports, budget, budget revisions, extensions);
• Contributes to the preparation of technical specifications and Terms of References (recruitments, workshops, LOAs)
• Contributes to the preparation of briefs, progress reports and comprehensive reports for internal use as well for submission to donors;
• Contributes to budgetary monitoring involving: maintain records of the programme financial transactions, including field budget allocation, expenditure, advances and acquittals; regularly tracking expenditure on the programme and ensure that expenditure is within allocated budgets; following up of on Letter of Agreements issued locally with implementing partners;
• Update programme inventory and effect disposal of assets as per regulations
• Processing travel authorizations and travel expense claims for personnel associated with the programme;
• Assists with the management of the programme vehicle fleet, ensuring its maintenance and readiness for field missions.
• Supports accounts management and payments under the program. This involves: Verifying invoices and delivery notes against goods and services received; preparing payment requests ensuring appropriate FAO accounting and resource partner budget codes; performing periodic bank and petty cash reconciliations; updating records such as advances, expenditure and acquittals; generating financial status reports, financial statements and expenditure transaction listing and project from the corporate systems;
• Provide operational inputs to reports
• Undertake field missions in support of field operations
• Perform any other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in public or business administration, finance, accounting, economics, social sciences or other fields related to the FAO mandate;
• At least five years of relevant experience in project management/operations and support;
• Previous experience of working for International NGO or UN agencies
• Working knowledge of the English language
• National of Zambia

FAO Core Competencies

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

Technical/Functional Skills

• Very good knowledge of the communication and documentation standards
• Very good knowledge of corporate computerized financial systems and administrative procedures and policies
• Very good knowledge of the organizational structure