Senior Operations Assistant Job in Nairobi, Kenya

Food and Agriculture Organization of the United Nations

Vacancy Announcement No: FAO/02/2016

Position Title: Senior Operations Assistant

Grade Level: SC7

Contract Type: Service Contract

Duty Station: Nairobi, Kenya

Organizational Unit: FAO Somalia

Duration: 3 months with possibility of extension

Eligible Candidates: Kenyan Nationals Only

Anticipated start date: Immediately 

General description of tasks and objectives to be achieved:Under the overall supervision of the Officer in Charge for Somalia and the Agriculture Sector Coordinator and under the general supervision of the relevant technical divisions in FAO and the direct supervision of the Operations Officer, the Senior Operations Assistant will be responsible for the following tasks:
  • Prepare RBB for the agriculture specific projects;
  • Prepare financial balances from mapped transactions in the system to allow planning;
  • Lead in preparation of all commitments in coordination with the units and subsequently follow up with the budget team to ensure the commitments are reflected in the system;
  • Follow up on clearance of pending commitments and general clean up of the commitment tracker to facilitate closure of the project;
  • Prepare analysis and financial summary that assist the Operations Officer in budget revision;
  • Contribute to the preparation of project work plans, expenditure and allocation to Agriculture specific projects;
  • Coordinate sector operational activities e.g. payments, travel, procurement plans, HR processes etc;
  • Supervise all agriculture related procurement processes and close follow up of issuance of PO/FPO, delivery, payment and subsequent closure of the same;
  • Critically analyze and review complex payments to ensure that they are in line with the POs and contracts;
  • Ensure the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment and supplies) directly by the Organization or, when appropriate, through contractors, and by liaising with the Support Units;
  • Train and guide new Operations Assistants in the sector;
  • As the senior most Operations Assistant, act as the Operations Officer when necessary;
  • Perform other related duties as required..
Minimum Requirements

Education:
  • Secondary school education certificate;
  • A bachelors degree is desirable
Work Experience:
  • At least five years professional experience;
  • Training in Project Management is desirable;
Technical Competencies
  • At least five years professional experience;
  • Training in Project Management is desirable;
  • Previous work experience in the UN and NGO environment will be considered an advantage;
  • Experience in planning and organizing of operational support / activities within a unit / department;
  • Good communication and writing skills;
  • Ability to work effectively with people of different national and cultural backgrounds;
  • Good Knowledge of computers especially Microsoft office package;
Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.

IT Skills:
  • Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
  • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
Office Management Skills:
  • Systematic, well-structured and efficient approach to work assignments. 
  • Analytical ability, accuracy and consistency. 
  • Exercise diligence and care in dealing with records and expenditures.
Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
  • Tact and courtesy.
  • Ability to establish and maintain effective working relationships with people of different national and cultural background.
How to Apply: 

Interested applicants are required to submit (1) a covering letter, (2) detailed Curriculum Vitae and (3) Personal Profile form (PPF) from FAO iRecruitment. 

To create the PPF, please follow the instructions available at: http://www.fao.org/employment/irecruitment-access/en/ 

In order for your application to be properly evaluated, please ensure that all sections of the on-line profile are completed.

Please send your application to HR-Somalia@fao.org quoting the Position Title and Vacancy Announcement No. “Senior Operations Assistant FAO/02/2016” in the subject heading.  

Deadline for Application: 17 February 2016

Applications received after the closing date and applications without all the specified/ required documents will not be given consideration. 

Only short listed candidates will be contacted. 

Female applicants are encouraged to apply.