Administrative Officer, Bridgetown, Barbados

Organization: Food and Agriculture Organization of the United Nations (FAO)

Country: Barbados

City: Bridgetown, Barbados

Office: FAO in Bridgetown

Closing date: Friday, 15 January 2021

2002783

Administrative Officer

Job Posting: 02/Dec/2020

Closure Date: 15/Jan/2021, 10:59:00 PM

Organizational Unit : SLC

Job Type: Staff position

Type of Requisition : Professional

Grade Level : P-3

Primary Location: Barbados-Bridgetown

Duration : Fixed term:2 years with possibility of extension

Post Number : 2000952

CCOG Code : 1A12

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.

FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture

Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply for this position

FAO does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

All applications will be treated with the strictest confidentiality

The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

Organizational Setting

FAO’s Subregional Office for the Caribbean, SLC, is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO’s Regional Office for Latin America and the Caribbean.

The post is located in the SLC Subregional Office in Bridgetown, Barbados, which is also responsible for 13 countries of the Subregion. SLC houses the FAO Country Office for Barbados and the other six OECS (Organization of the Eastern Caribbean States) countries (Antigua and Barbuda, Barbados, Commonwealth of Dominica, Grenada, St Lucia, St Kitts and Nevis and St Vincent and the Grenadines).

Reporting Lines

The Administrative Officer reports to the Subregional Coordinator, with guidance from the Senior Administrative Officer in RLC.

Technical Focus

Sound management principles for efficient and effective businesses processes, work practices, procedures and applications aimed at managing for results. Administrative, budgetary and financial rules and regulations of complex international organizations, including procurement, finance, human resources, travel, meetings, registry, maintenance and security. Computerized accounting systems. Administrative and financial service provisioning, modernization, innovation and change management. Risk management, oversight and control combined with streamlined bureaucracy and back-office-services.

Key Results

Supporting the Implementation, monitoring and evaluation of Regular Programme activities and Subregional Office programme/projects portfolio.

Key Functions

Prepares periodic budget reports; 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 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 staff in other FAOR Offices, SROs and host Governments on budgetary, financial and managerial issues in line with the Organization’s regulations policies and procedures;
Assesses training needs and encourages training events as well as other human resources-related activities;
Optimizes the management of 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 partnership with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries;
Organizes and participates in Subregional meetings, workshops, celebrations and other events;
Specific Functions

Advises the Subregional Coordinator in the general administration and smooth functioning of the Subregional Office as well the management and administration of programmes, projects, staff, premises, including finance and procurement, with an emphasis on the effective planning and utilization of human and financial resources.

Supports the correct interpretation and implementation of financial, administrative and human resource rules and procedures of the Organization.

Oversees, detects and helps to manage and prevent administrative and financial risks.

Ensures that procedures for purchasing goods and services are implemented and authorized according to the rules and procedures (best value for money) and that the importation and clearance of goods and equipment comply with relevant regulations.

Ensures the maintenance of a reliable IT infrastructure in coordination with headquarters.

Supports change management initiatives to modernize and innovate existing systems and business processes in liaison with the regional office and headquarters, so that they are quicker, more efficient, and more responsive to the evolving demands of member countries, including support to relevant UN reform processes.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Advanced university degree in business or public administration, accounting or a related field

Five years of relevant experience in financial management, administration and planning

Working knowledge (Level C) of English and limited knowledge (Level B) of Spanish

Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Tags change management continuous improvement cost effectiveness economic integration financial management financial resources human resources information technology knowledge sharing latin america monitoring and evaluation monitoring and reporting procurement programme implementation project personnel public administration reporting procedures results based management risk management rural development special missions standards of conduct transparency un reform

Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

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, knowledge and application of rules, regulations and procedures.

Extent and relevance of experience in organizing programme proposals and budgets and monitor programme implementation.

Demonstrated ability to support innovate business processes and change management initiatives is considered a strong asset.

Knowledge of innovative technologies, approaches and tools in managing teams, business process, and in managing for results is an asset, as is prior knowledge and experience with UN systems and databases, accounting and financial modules, and corporate applications.

Working knowledge (Level C) of Spanish is desirable.

Experience in risk management is desirable.

Knowledge of United Nations rules and operational procedures including UN systems and databases, accounting and financial modules as well as knowledge of the UN reform process is desirable.

FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

GENERAL INFORMATION

FAO reserves the right not to make an appointment.

CONDITIONS OF SERVICE

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: http://www.un.org/Depts/OHRM/salaries allowances/salary.htm Other benefits, subject to eligibility, include:

Dependency allowances

Rental subsidy

Education grant for children

Home leave travel

30 working days of annual leave per year

Pension fund entitlements under the UN Joint Staff Pension Fund

International health insurance; optional life insurance

Disability protection

FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce. FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes:

elements of family-friendly policies

flexible working arrangements

standards of conduct.

HOW TO APPLY

To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications and language skills.

Candidates are requested to attach a letter of motivation to the online profile;
Once your profile is completed, please apply and submit your application;
Your application will be screened based on the information provided on your online profile;
Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list;
Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications;
Incomplete applications will not be considered;
Only applications received through the FAO recruitment portal will be considered;
We encourage applicants to submit the application well before the deadline date.

If you need help, or have queries, please contact: Careers@fao.org