Operations Support Specialist

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the UN that leads international efforts to defeat hunger. Established in 1945, FAO's mission is to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, contributing to the 2030 Agenda. FAO Country Offices provide policy advice, technical assistance, and support to countries, ensuring effective operations aligned with international standards of accountability and the UN Sustainable Development Cooperation Framework.

Job Overview:
The Operations Support Specialist will play a crucial role in supporting and providing operational assistance to all program and project activities within the FAO Country Office in Liberia. This position requires a strong understanding of project cycle management and financial monitoring, as the incumbent will be responsible for ensuring compliance with donor requirements and FAO budget guidelines. The role involves collaboration with various stakeholders, including Project Managers and the Procurement Unit, to facilitate the smooth execution of projects. The Operations Support Specialist will also be tasked with maintaining accurate project records and ensuring that all operational functions, including logistics and human resources, are effectively managed. This position is essential for the successful implementation of FAO's initiatives in the region, contributing to the organization's overarching goal of achieving food security and sustainable agrifood systems.

Duties and Responsibilities:
The Operations Support Specialist will be responsible for a comprehensive set of duties, including:

• Managing the project cycle within the Field Programme Management Information System (FPMIS), ensuring timely opening of funded projects, financial monitoring, expenditure forecasting, and project closure.
• Reviewing new and existing project budgets to ensure compliance with donor requirements and FAO budget guidelines.
• Preparing and processing budget revisions as requested using the FPMIS Budget module.
• Mapping expenditures in FPMIS in consultation with Project Managers and Finance Associates.
• Collaborating with Project Managers to fill in and upload necessary documents in accordance with new Project Cycle Management requirements.
• Rationalizing expenditures to ensure adherence to project budgets while keeping the Budget Holder and teams updated.
• Initiating and maintaining records of funding and other adjustments, following up as needed across projects, operations, and technical teams.
• Reviewing Implementing Partners’ financial reports to ensure donor compliance and adherence to project timelines.
• Uploading relevant documents in FPMIS to keep project records current. 1
• Working closely with the Procurement Unit for the procurement of inputs and services related to project activities, including raising Purchase Requisitions and processing invoices. 1
• Supporting the Representation’s Logistics function, including HR, fleet, inventory, and asset management. 1
• Conducting quality assurance for Letters of Agreement (LoA). 1
• Performing any other duties as assigned by the Representation.

Required Qualifications:
Candidates must meet the following minimum requirements:

• For COF.REG: A Master’s degree in Business Administration, Logistics, Supply Chain Management, or a related field. A Bachelor’s degree with 2 years of relevant experience may be considered equivalent in certain circumstances.
• For PSA.SBS: A university degree in Business Administration, Logistics, Supply Chain Management, or a related field, or specific technical specialization.
• A minimum of one (1) year of experience in operations, logistics, and/or administrative support.
• A working knowledge (Level C) of English is mandatory.

Educational Background:
The educational background required for this position includes a Master’s degree in Business Administration, Logistics, Supply Chain Management, or a related field for COF.REG candidates. Alternatively, a Bachelor’s degree with relevant experience may be considered. For PSA.SBS candidates, a university degree in a related field or specific technical specialization is required. This educational foundation is essential for understanding the complexities of project management and operational support within the FAO framework.

Experience:
The position requires a minimum of one (1) year of experience in operations, logistics, and/or administrative support. Candidates with experience in administrative and financial management of field projects and monitoring processes will have an advantage. Additionally, experience working with international organizations is considered an asset, as it provides valuable insights into the operational dynamics and compliance requirements of such entities.

Languages:
A working knowledge of English (Level C) is mandatory for this position. Proficiency in additional languages may be beneficial, particularly in the context of working with diverse stakeholders and partners in the region.

Additional Notes:
This position is likely to be full-time, and candidates should be prepared for a role that may involve both national and international recruitment processes. Specific details regarding contract duration, seniority level, compensation, and benefits are not provided in the job ad but are typically discussed during the interview process.