Assistant FAO Representative (Administration)

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and has a workforce of more than 12,000 employees. FAO's strategic framework is aligned with the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. The organization emphasizes environmental sustainability as a core aspect of its operations and objectives, aiming to support governments in developing policies and programs that enhance food security and reduce hunger and malnutrition.

Job Overview:
The Assistant FAO Representative (Administration) plays a crucial role in the FAO Representation in Port Sudan, reporting directly to the FAO Representative. This position is primarily focused on programme administration and financial management, ensuring that the administrative support provided is effective and efficient for the various programme and project activities undertaken by the FAO. The role involves planning, organizing, and coordinating the office's administrative services, which are essential for the smooth operation of the FAO's initiatives in the region. The Assistant FAO Representative will also be responsible for implementing procedures and systems that comply with existing policies, thereby ensuring that all administrative processes are conducted in a structured and efficient manner. This position requires a proactive approach to managing the administrative team and overseeing the financial and administrative correspondence of the office, which is vital for maintaining transparency and accountability in all operations.

Duties and Responsibilities:
The duties and responsibilities of the Assistant FAO Representative (Administration) include:

• Planning, organizing, and coordinating the office's administrative services to ensure smooth operations.
• Providing administrative support in the implementation of FAO collaborative programmes and ensuring periodic monitoring of their implementation.
• Developing and implementing procedures, norms, and systems in compliance with existing policies for a full range of administration-related processes.
• Managing and supervising the administrative team to ensure effective performance and support for the office's objectives.
• Reviewing and analyzing data from various sources, including FAO's corporate systems and databases, to inform decision-making.
• Preparing reports, financial and budgetary estimates for projects, and organizing the application, control, and accounting of approved budgetary allocations.
• Reviewing accounts and processing payments in accordance with established rules, while liaising with local banks and financial institutions.
• Overseeing the financial and administrative correspondence and maintaining an organized filing system for the office.
• Monitoring the receipt of Government contributions and ensuring that all procurement and custom clearances for programmes and projects are properly requested and obtained. 1
• Ensuring compliance with the Organization's security guidelines, specifically the Minimum Operational Security Standards (MOSS).

Required Qualifications:
Candidates must meet the following minimum requirements:

• Be a national of the country of assignment, which in this case is Sudan.
• Hold an advanced university degree (Master’s degree or equivalent) in a field related to business or public administration.
• Have at least three years of relevant experience in office management, administration, accounting, and/or audit, budget, or finance.
• Possess a working knowledge (proficiency - level C) of both English and Arabic, as these languages are essential for effective communication in this role.

Educational Background:
The educational background required for this position includes an advanced university degree, specifically a Master’s degree or its equivalent, in a field that is relevant to business or public administration. This educational foundation is critical as it equips candidates with the necessary theoretical knowledge and practical skills to manage administrative functions effectively within the FAO framework.

Experience:
Candidates are expected to have a minimum of three years of relevant experience in areas such as office management, administration, accounting, and/or audit, budget, or finance. This experience should ideally include supervisory roles and demonstrate a solid understanding of administrative processes and financial management within an organizational context. Experience in field positions or in more than one location or area of work is considered desirable, as it indicates adaptability and a broader understanding of the operational challenges faced in different environments.

Languages:
Proficiency in both English and Arabic is mandatory for this position, as effective communication in these languages is crucial for the role's responsibilities. Additionally, knowledge of other languages may be considered an asset, enhancing the candidate's ability to engage with diverse stakeholders and contribute to the FAO's mission in a multilingual context.

Additional Notes:
The position of Assistant FAO Representative (Administration) is a fixed-term appointment, with the duration determined by the Organization. The total length of service for this role shall not exceed ten years, and appointments do not carry any expectation of renewal or conversion to another type of appointment. However, incumbents are encouraged to apply for other positions within the Organization as opportunities arise. This role is full-time and is focused on national recruitment, emphasizing the importance of local expertise in addressing the specific needs of the FAO's initiatives in Sudan.