Field Operations Assistant (SC5)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and programme aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in the area of FAO’s global mandate and Strategic Objectives. More specifically, FAO’s response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building, and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

Reporting Lines

Under the overall supervision of the FAO Representative FAO Somalia, the direct supervision of the Head of Field Office, and the functional supervision of the Head of Operations.

Technical Focus

The incumbent is responsible for managing and providing the full range of operational, administrative and logistics tasks in support of the field projects and/or programme activities in Hirshabelle State, Somalia.

Tasks and responsibilities

• Act as the focal point for all operational, logistics and administrative matters at the Field Level with proper filing in time and for all projects/programs implemented in Hirshabelle State.
• Provide administrative support and facilitate field missions coming to Hirshabelle State for travel authorizations, accommodation, security access and other requirements.
• Assist in facilitating workshops logistics, protocol office support, administrative and logistics support to meetings, workshops, conferences, etc training and meeting involving the state (field office).
• Assist in the procurement of minor office supplies.
• Ensure the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment, and supplies at field level) by managing field office petty cash floats, timely liquidation and preparation of reports, by examining, initiating and processing a variety of Operational Advance, payment vouchers, ensuring accuracy of coding, appropriate application of currency exchange rates and the clearance and supporting documentation conforming with the financial rules and regulation of the organization when requested and by liaising appropriately with the Support Units;
• Assist in the management of support staff (driver, cleaners, security guards etc.).
• In close coordination with the logistics units, assist in the management/maintenance of field vehicles/radios or other assets.
• In close coordination with the Support unit – Admin, assist in carrying out regular asset inventory and contribute to maintaining field office inventory database accurate and complete;’
• Responsible for the management of pouches. Ensure the dispatching and follows up on all documentation sent to or passing through the FAO Field office from and to the various destinations.
• When requested and in close coordination with the logistics unit, ensure that the reception of articles and goods are done according to the quantities and qualities required on the respective purchase order.
• Provide support in ensuring all logistics activities are carried out in time to support field project activities including follow up with partners and supplier regarding inputs deliveries.
• Participate in field missions to observe FAO projects and seek meaningful engagements with the communities and document findings to improve the overall programme.
• Perform other duties as required and when requested by the Supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in administration, finance, information management, or any relevant discipline from a reputable Institution.
• At least 3 years of relevant experience in administration and/or financial, program, project support work.
• Working knowledge (level C) of the FAO official language used for communication within the country (English) and working.
knowledge of the local language(s)
• National of Somalia.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Good knowledge of corporate information systems.
• Good knowledge of common administrative and financial rules and regulations.
• Good knowledge of communication and documentation standards.
• Good knowledge of the MS Office applications, Internet, and office technology equipment.
• Good understanding of the local context and dynamics is and added advantage.
• Good understanding of the local context and dynamics is an advantage.

ADDITIONAL INFORMATION