Senior Administrative Officer

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Description

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The Senior Administrative Officer reports to the Deputy Regional Representative, under the overall supervision of the Assistant Director-General/Regional Representative (ADG/RR) for Europe and Central Asia (REU).

Technical Focus:

Region-wide leadership and management of logistics (procurement, facilities, registry, travel, medical, meetings, courier), finance, budget, information technology, protocol, human resources and other administrative support services. Effective and efficient service provisioning, modernization, innovation and change management using sound management principles, businesses processes, practices, procedures and applications aimed at managing for results. Computerized accounting systems. Risk management, oversight and internal control combined with streamlined bureaucracy and back-office services. Specialized tools, methodologies, systems and/or databases to support the planning, implementation/delivery and monitoring of the programme of work and budget and related products, programmes and 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 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 an emphasis on the effective planning and utilization of human and financial resources.
• Supports the Shared Services Centre (SSC), the Offshore Systems Development Centre (OSDSC), the Emergency Centre for Transboundary Animal Diseases (ECTAD) and other regional projects, as appropriate.
• Monitors availability of funds for the Regular Programme (RP) 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 in line 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 information technology (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 region 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 compliant with minimum operating security standards (MOSS) and enhances MOSS (E-MOSS).
• 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:

• In coordination with headquarters, ensures coherence in, alignment with and delivery of logistical, administrative and financial services and processes across Regional, Subregional and Country Offices, in adherence to corporate policies and the Director-General’s priorities.
• Ensures that logistics, administrative and financial service employees in the Regional, Subregional Office and Country Offices work as an integrated and cohesive team, well-coordinated with counterparts and clients.
• Leads regional logistics, human resources, administrative and financial service teams at regional level to deliver results and adopt innovations effectively, efficiently and ethically, ensuring that appropriate internal control mechanisms are in place to mitigate risks.
• Oversees and monitors regional improvement and delivery of the following administrative support services: procurement, facilities, registry/record management, travel, medical, meetings, courier/correspondence, finance, budget, information technology, protocol and others.
• Works with headquarters, regional programme and field programme to strengthen the capacities of Country Offices, fostering efficiency, complementarity, integration and coordination of administrative and financial services, capacity development and support.
• Assures administrative support for the implementation of field programme operations in countries in the region with no official FAO Representation or with limited operational capacity.
• Leads, monitors and reports on risk management in the region (Internal Control Questionnaires, Fraud Prevention Plans, Risks Logs, business continuity plannings – BCPs) ensuring that all offices actively manage risks in keeping with corporate policies and practices and the Internal Reporting Cycle.
• Manages REU financial, administrative and human resources in line with corporate policies and procedures, promoting high performance.
• Monitors overall availability of funds from all sources (Regular Programme and extra budgetary); oversees preparation, monitoring and revision of Regional Office budget.
• Leads REU building, infrastructural and equipment maintenance and upgrades to support FAO’s Corporate Environmental Policy, implementing sustainable technologies and green office solutions, and promotes other efficiencies, while ensuring the required budget is available from the Host Government, Corporate CapEx Board or other sources.
• Manages contracts with major Regional Office support service providers (banking, travel, security, transportation, cleaning, courier, communications and IT).
• Represents FAO in administrative and operational coordination and in UN Business Operations Strategy (BOS) and supports regional leadership in monitoring progress in the region.
• Contributes to creating and maintaining an inclusive, respectful and ethical work environment free from fraud, harassment, sexual harassment, discrimination and abuse, while supporting and monitoring related reporting mechanisms.

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 another official FAO language (Arabic, Chinese, French, Russian or Spanish).

Source: https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2024/0564%20(249295)

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