Project Operations Assistant

Organizational Setting

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.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices:

(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(i)    provide technical assistance and deliver core services; 
(iii)     assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems   transformation; and 
(v)    ensure risk-smart and accountable operations and management.  

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

FAO, in partnership with UNIDO as lead agency is implementing the UN Joint Programme European Union Support for Resilient Mindanao (EU4Mindanao) in the Philippines. The project aims to strengthen the resilience and human security of vulnerable and left-behind populations in conflict- and climate-affected areas of Mindanao by promoting inclusive and climate-resilient agriculture, sustainable livelihoods, and improved access to social protection and basic services. Specifically, FAO’s technical focus is on supporting small-scale producers through climate-smart production systems, farm learning hubs, context-appropriate agricultural inputs, post-harvest and primary processing facilities, and strengthened linkages to local value chains, while enhancing the capacities of local governments, community-based organizations, and service providers. These interventions are underpinned by gender equality, Indigenous Peoples’ rights, conflict sensitivity, environmental and social safeguards

The position is located in Davao City, Philippines.

Reporting Lines

The Project Operations Assistant will report to the Assistant FAOR for Programme.

Technical Focus

The Operations Assistant performs a wide range of administrative, logistical, and operational tasks in order to support the day-to-day activities of the Project.

Tasks and responsibilities

• Provide support in the preparation, monitoring and compliance of contracts, Letters of Agreement (LoA), and other agreed works and deliverables, by partners;
  
• Assist the team in the timely delivery of operations in line with project work plans and provide suggestions to overcome any potential bottlenecks; 
  
• Provide support to the monitoring, evaluation and learning of the programme.
  
• Participate in the development of project work plans and subsequent activities’ implementation in consultation with relevant FAO personnel, partners and stakeholders, including government counterparts;
  
• Prepare HR plans based on existing and fore-coming project documents and monitor relevant resource allocations and expenditures;
  
• Liaise with the Project Team, the Administrative Unit and support the Programme Unit of the FAO Office in the Philippines on relevant issues related to programme implementation (i.e. budget preparation, financial control, human resources management, travel/logistics operations, missions, procurement and operational backstopping to the field); 
  
• Provide assistance in the use of relevant FAO systems-based tools in project management; including the generation of Transaction Listing and Financials Statement in collaboration with the Administrative Assistant
  
• Ensure quality review of the Purchase Requisitions prepared by the Administrative Assistant (including project code used and specifications).
  
• Maintain close coordination with the FAOPH Procurement Unit to monitor progress and ensure prompt delivery of procurement transactions;
  
• Coordinate and support missions from the FAO Offices, donors, governments, and other partners;
  
• Participate in project monitoring by maintaining current registers and controlling tools on the status of projects at various stages; 
  
• Assist in preparing minutes of meetings, presentation materials and project reports; 
  
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• University degree in Business Administration, Agriculture/Agribusiness or other related disciplines;
  
• At least three (3) years relevant and progressive experience in project operations 
  
• National of the Philippines
  
• Working knowledge (level C) of English and Tagalog

FAO Core Competencies

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

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
  
• Excellent written and oral communication skills in English and Tagalog
  
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point)
  

ADDITIONAL INFORMATION