Administrative Officer (Finance and Administration)

‎2301661
Administrative Officer (Finance and Administration)
Job Posting: ‎06/Jun/‎2023
Closure Date: ‎27/Jun/‎2023, ‎4:59:‎00 PM
Organizational Unit: Regional Office for the Near East and North Africa (RNE)
Job Type: Staff position
Type of Requisition: Professional Project
Grade Level: P-‎4
Primary Location: Saudi Arabia-Riyadh
Duration: Fixed-term: one year with possibility of extension
Post Number: ‎2000597
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 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 the 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 Programme Management Unit (PMU) of the FAO-Saudi Technical Cooperation
  Programme facilitates, coordinates and manages all technical and advisory
  services to be provided by FAO to the Saudi Ministry of Environment, Water and
  Agriculture (MoEWA) and its sister agencies. The project 'UTF/SAU/‎051/SAU
  Strengthening MoEWA's Capacity to Implement the Sustainable Rural Agricultural
  Development Programme' is the first project that has been approved within the
  framework of FAO-Saudi Technical Cooperation Programme (‎2020-‎2026). The
  project will provide technical and advisory assistance to the MoEWA in
  implementing its flagship sustainable rural agricultural development programme
  that has recently been approved within the context of the National
  Transformation Programme of the Saudi Vision ‎2030. The project expected
  results will be achieved through implementation of nine project components: ‎1)
  Development of coffee Arabica production, processing and marketing; ‎2)
  Development of beekeeping and honey production; ‎3) Development of rose
  production and trade; ‎4) Development of sub-tropical fruits production,
  processing and marketing; ‎5) Strengthening capacity of small-scale fishermen
  and fish farmers; ‎6) Strengthening capacity of small-scale livestock herders;
  ‎7) Development of rain-fed cereals production; ‎8) Enhancing value addition
  from smallholdings and rural activities; and ‎9) Strengthening MoEWA's capacity
  in sustainable management of rangelands, forests and natural resources to
  support rural livelihoods.
  An overall plan and budget of the Project UTF/SAU/‎051/SAU has been developed
  and approved, including activities and outputs that are expected to be
  accomplished under the Project and the resources required for the
  establishment and operation of the PMU. Requirements for international
  technical expertise of each component as well as the PMU have been identified.
  In order to ensure a coordinated, smooth, timely and successful implementation
  of the project, long-term competent international technical advisors/officers
  have been appointed as Component Managers to each of the nine components and
  the PMU.
  This post is located in the Programme Management Unit of the FAO Technical
  Cooperation Programme in Riyadh, the Kingdom of Saudi Arabia.
  Reporting Lines
  The Administrative Officer (Finance and Administration) reports to the
  Programme Coordinator, PMU of the FAO FAO Technical Cooperation Programme.
  Technical Focus
  Administrative, budgetary and financial service provisioning, modernization,
  innovation and change aimed at managing for results, including procurement,
  finance, human resources, travel, IT, inventory and asset management,
  meetings, registry, safety and security.
  Key Results
  Effective and efficient provision of administrative management support to the
  regular programme and project activities in all administrative areas, i.e.
  budget, finance, human resources, procurement, information technology (IT),
  logistics, security, contributing to the development, implementation and
  monitoring of the programme of work.
  Key Functions


• Advises in the preparation of the budget documents in consultation with relevant technical officers/divisions at headquarters; prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitor effectively budgetary trends.


• Prepares periodic budget reports for submission; 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 on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures.


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


• Oversees operational and staffing requirements of the office and its projects, and ensures optimal staffing of the office and projects.


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


• Assesses training needs and encourages training events as well as other human resources-related activities.


• Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; is responsible for security for Minimum Operational Security Standards (MOSS) compliance.


• Establishes and maintains partnerships with units at headquarters, interacts with Internal and External Auditors and prepares replies to audit observations and queries.


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


• Performs other related duties as required.
  Specific Functions


• Advises the Programme Coordinator in the general administration and smooth functioning of the FAO-Kingdom of Saudi Arabia (KSA) Technical Cooperation Programme, including management and administration of projects, staff, assets, premises, finance and procurement, with an emphasis on the effective planning and utilization of human and financial resources.


• Assists in the development of work methods, procedures and systems by reviewing a variety of personnel, budget, and financial documents to ensure that they conform to relevant regulations, policies and procedures.


• Ensures the correct interpretation and implementation of financial and administrative rules and procedures of the Organization.


• Manages and streamlines procedures of FAO Saudi Arabia Administrative Support Unit and supports change management initiatives to modernize and innovate existing systems and business processes, so that they are quicker, more efficient, and more responsive to the evolving demands of Saudi Arabia, including support to relevant UN Reform processes.


• Monitors adherence to administrative procedures, oversees, detects and helps to manage and prevent administrative and financial risks, and suggests mitigating factors to local teams as well as senior management.


• Performs all procurement processes in accordance with the relevant FAO rules and procedures under the technical guidance of Procurement Services (CSLP) and monitors timely exchange of information on the status of procurement activities and all related issues; and participates in Tender Opening Panel (TOP) and Local Procurement Committees (LPC) as required.


• Develops, maintains, streamline and manages all procedures and activities related to Money Transfer Operators and corporate services in Saudi Arabia to ensure transparency and accountability in accordance with compliance requirements.


• Manages preparation and monitoring of the contracts signed with vendors, facilitates meeting all requirements needed for signing and executing Letters of Agreement (LoA) with relevant projects partners; manages preparation and signing of Operational Partners Agreement (OPA), ensures close follow up, monitoring of their implementation, and confirms good receipt of goods and services.


• Coordinates human resources-related activities in accordance with established rules and procedures in consultation and under the overall policy guidance of the HR Unit at the Regional Office for the Near East and North Africa as well as the Human Resources Division (CSH) at headquarters.


• Ensures smooth operation and maintenance of vehicles, monitors expenditure against assigned projects budgets by operations for small time payments and general running costs related payments.


• Coordinates and manages provision of travel-related services and logistic support and function for the successful achievement of the FAO Saudi Arabia technical cooperation programme ensuring quality and consistency of processes and procedural guidance to clients travel support personnel.


• Ensures the maintenance of a reliable IT infrastructure to FAO-KSA Technical Cooperation Programme and leads preparation and updating of the FAO-Saudi Office Business Continuity Plan and uploading in the Country Office Information Network (COIN) system.


• Provides functional support and training to Administrate Support Unit personnel on best practices and usage of corporate tools.


• Ensures compliance with the United Nation Security Risk Management Measures (SRMM) in FAO KSA offices and operations, ensures that personnel of FAO-Saudi technical cooperation programme, completes all mandatory security courses, and prepares report on the status of the SRMM and uploads it in COIN system.

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  CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
  Minimum Requirements


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


• Seven years of relevant experience in financial management, administration, planning and operations.


• Working knowledge (proficient - level C) of English and Arabic.
  Competencies


• Results Focus


• Teamwork


• Communication


• Building Effective Relationships


• Knowledge Sharing and Continuous Improvement
  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.


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


• Demonstrated ability to enhance, modernize and innovate business processes and support change management initiatives, while ensuring positive working relationships with nationally and culturally diverse complex teams.


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


• Experience in using innovative technologies, approaches and tools in managing teams, business process, and in managing for result.


• Knowledge and experience with databases, accounting and financial modules, and corporate applications.


• Extent and relevance of experience in risk management


• Extent and relevance of knowledge of United Nations rules and operational procedures and the UN reform process

Please note that all candidates should 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
* Extension of fixed term appointments is based on certification of performance and availability of funds
* 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;
* Your application will be screened based on the information provided on your online profile;
* 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: [email protected]
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