Senior Administrative Officer, Accra, Ghana

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

Country: Ghana

City: Accra

Office: FAO Accra, Ghana

Closing date: Friday, 10 February 2023

2300158

Senior Administrative Officer

Job Posting: 20/Jan/2023

Closure Date: 10/Feb/2023, 10:59:00 PM

Organizational Unit : RAF

Job Type: Staff position

Type of Requisition : Professional

Grade Level : P-5

Primary Location: Ghana-Accra

Duration : Fixed-term: 2 years with possibility of extension

Post Number : 0123501

CCOG Code : 1A12

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 Members and persons with disabilities are encouraged to apply

Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values

FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination

All selected candidates will undergo rigorous reference and background checks

All applications will be treated with the strictest confidentiality

FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO 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.

Organizational Setting

The Regional Office for Africa (RAF) is 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 ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with Divisions at headquarters, develops, promotes and oversees FAO’s strategic response to regional priorities. RAF also advises on the incorporation of regional priorities into the Organization’s Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAF develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Regional Office for Africa (RAF) in Accra, Ghana.

Reporting Lines The Senior Administrative Officer reports to the Chief, Integrated Operations Support (Chief of Administration, Logistics and Operations) with functional reporting to the Assistant Director-General/Regional Representative (ADG/RR) for Africa. He/she maintains regular contact with FAO headquarters in Rome for functional guidance on matters relating to administrative and related duties.

Technical Focus Provision of a full range of management of logistics (facilities, registry, travel, medical, meetings, courier), information technology, protocol and other administrative support services. Effective and efficient service provisioning, modernization, innovation and change management using sound management principles, business processes, practices, procedures and applications aimed at managing for results. Risk management, oversight and control combined with streamlined bureaucracy and back-office 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 Director-General/Regional Representative (ADG/RR) in the preparation/formulation of FAO’s regional programme of work and budget and ensure 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 emphasis on the effective planning and utilization of human and financial resources.

Supports the Shared Services Centre (SSC) and other regional projects as appropriate.

Monitors availability of funds for Regular Programme and 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 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 IT infrastructure 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 Regional Office on common services and participates in UN Operations Management Team (OMT) meetings, as appropriate.

Ensures the maintenance of the office premises and space requirements; ensures that premises have adequate security and are MOSS and E-MOSS compliant.

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

Advises the ADG/RR and the Chief, Integrated Operations Support (Chief of Administration, Logistics and Operations) on the general administration and smooth functioning of the Regional Office and provides advice on a full range of matters on administrative, premises-related and security issues within the Regional Office.

Ensures that expenditures are fully accurate and consistent with established guidelines and that internal control systems are adequate and functioning.

Ensures that expenditures and periodic reports are controlled and in line with established limits.

Collaborates with the Designated Official for Security and with the UNDSS Chief Security Adviser on all security-related issues and participates in relevant security-related coordination 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 on common services, and participates in UN OMT meetings as appropriate.

Ensures compliance with prevailing UN Common security policies, procedures and standards as well as in the follow up on specific UNDSS recommendations.

Ensures timely communication on security alerts and facilitates their briefing by UNDSS as necessary.

Supervises the maintenance, upkeep, insurance and operation of the technical facilities and installations, keeping risks to a minimum.

Ensures proper records management in the office, both online and offline, and provides advice to programme and project personnel on the efficient management of records.

Participates in meetings relating to Regional Office coordination, monitors individual team member’s performance and provides necessary advice for improvement.

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.

Establishes effective working relationships with government counterparts at an appropriate level for government contributions to the work programme.

Participates in review meetings to assess managerial and operational capacities and scrutinizes reliability and solvency of selected implementing partners.

Optimizes the management of the Regional Office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and ensures that premises have adequate security and are SRM (UN Security Management system Security Risk Management measures) compliant.

Liaises with host country authorities on logistical matters, negotiation of lease agreements, and manages operations as per the Host Country Agreement.

Organizes and participates in meetings, workshops, celebrations and other events.

Provides advice and administrative support to the Subregional, FAO Country and Liaison Offices in the region. 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 (proficient - level C) of English and limited knowledge (intermediate - level B) of French.

Competencies

Results Focus

Leading, Engaging and Empowering Others

Communication

Partnering and Advocating

Knowledge Sharing and Continuous Improvement

Strategic Thinking

Technical/Functional Skills

Work experience in more than one location or area of work, particularly in field positions.

Extent and relevance of experience in financial management, administration and planning, knowledge and application of rules, regulations and procedures and demonstrated ability to plan, organize and develop effective and efficient work practices, following sound management principles and a client service orientation, as well as to lead, plan and supervise the work of others.

Extent and relevance of experience in managing, monitoring and evaluating work programmes and resources.

Demonstrated ability, initiative and judgement to enhance, modernize and innovate business processes and support change management initiatives, including using innovative technologies, approaches and tools in managing teams, business processes and in managing for results.

Extent and relevance of knowledge and experience, preferably with UN system operational procedures and databases, accounting and financial modules, and corporate applications.

Extent and relevance of experience in risk management.

Computer literacy, including knowledge of computerized accounting systems used in complex international organizations.

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

GENERAL INFORMATION

Extension of fixed term appointments is based on certification of performance and availability of funds

FAO reserves the right not to make an appointment.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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

Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/

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

Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application

Only applications received through the FAO recruitment portal will be considered

Your application will be screened based on the information provided in your online profile

We encourage applicants to submit the application well before the deadline date.

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

Link to the organization’s job posting: https://unjobs.org/vacancies/1674414246787