Organizational Settings
The Food and Agriculture Organization of the United Nations (FAO)
through the funding from the United States Agency for International
Development (USAID), is implementing a programme “Supporting the Global
Health Security Agenda to address Zoonotic Disease and Animal Health in
Africa”. The programme has been implemented since 2016 primarily
supporting the Government of Tanzania especially the Ministry of
Livestock and Fisheries for Tanzania Mainland and Ministry of
Agriculture, Irrigation and Livestock for Tanzania Zanzibar to enhance
capacities to deal with endemic, emerging and re-emerging zoonotic
diseases along four strategic objectives, which include Zoonotic
Diseases, National Laboratory Systems, Biosafety and Biosecurity
Systems, Antimicrobial Resistant and Workforce Development.
Reporting Lines
ECTAD Programme Operations Assistant will work under the overall
supervision of FAO Representative and direct supervision of the ECTAD
Team Leader; the functional and administrative supervision of the
Assistant FAO Representative and ECTAD National Operations Officer in
Tanzania, and in collaboration with the ECTAD Regional Operations
Officer in Nairobi and in FAO HQ.
Technical Focus
As part of the activities of the FAO Emergency Center for Transboundary
Animal Diseases (FAO-ECTAD) in Tanzania, ECTAD Programme Operations
Assistant will support the provision of financial, administrative and
logistics to ensure that general operations of the programme in the
country is carried out efficiently and effectively.
Tasks and responsibilities
The ECTAD Programme Operations Assistant will undertake the following tasks:
•
Providing day-to-day operational support to ECTAD field projects in
Tanzania contributing to the implementation of an effective GHSA and
ECTAD Associated projects
• Assist timely delivery of the
necessary inputs and logistics support consistent with the planned
project work plans, detailed field activity plans and procurement plans;
• Verify availability of funds under all ECTAD Projects; ensure that
operational expenditures are in accordance with approved budgets and
that all committing documents are complete and consistent.
•
Organize for review all ECTAD projects, administrative and financial
documents for submission to ECTAD Team Leader’s clearance and FAO
Representative approval;
• Prepare draft field Budget
Authorizations (FBAs) for submission to the ECTAD National Operations
Officer for review and support management and monitoring of all FBAs.
• Support preparation of draft contracts and Letters of Agreement
(LOAs) and follow on submission of LOA reports from Service Providers
and ensure timely payments;
• Prepare draft ECTAD projects
procurement plans according to the project work plans, initiate
procurement actions by raising relevant Procurement Requests (PR) in
GRMS and make necessary follow up with the procurement team;
•
In collaboration with technical officers, prepare draft inputs/goods
distribution plans and ensure physical delivery of project inputs to
beneficiaries;
• Ensure that assets procured for ECTAD projects
are properly registered, insured, maintained and safeguarded and
appropriate inventory reports are timely and regularly forwarded to
ECTAD Operations Officer and AFAOR Administration;
• Make
necessary arrangements for incoming and outgoing missions, including
security clearances, entry visas, flights and hotel bookings; handle the
organization and logistics of conferences, meetings, workshops and
study tours.
• Prepare ECTAD Programme draft financial monitoring reports, project work plans, interim and final financial reports;
• Maintain ECTAD Project updated personnel records and other office administrative files;
• Consolidate monthly attendance sheets and ensure timely posting of
attendance data into the GRMS, maintain project personnel leave plans
and updated personnel mission status register;
• Prepare project
routine correspondences of administrative and personnel related matters
in close consultation with National Operations Officer, ECTAD CTL and
the Assistant FAOR (Administration);
• Support other administrative, financial and logistical activities for other Representation projects as necessary.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in Finance, Accounting, Business
Administration, or any other related field and three years of relevant
experience,
• At least three years of relevant experience
supporting financial, administrative and logistics activities for
international/regional organizations, government and national
institutions.
• Fluent in English and Kiswahili;
• National of Tanzania.
FAO Core Competencies
• Results focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge sharing and continuous improvement
Technical/Functional Skills
• Excellent typing speed and accuracy in dealing with spreadsheets, drafting correspondences and arithmetic.
• Working knowledge of English and Kiswahili.
• Ability to plan, work and deliver within deadlines without
compromising FAO’s rules and standards; and demonstrated ability to
perform under minimal supervision.
• Computer literate and proficient in using corporate software such as ERPs
• Excellent interpersonal relations and communications skills.
• Ability to gather, organize and analyse information.
• Capacity to interact professionally with a wide variety of stakeholders.
• Ability to organize workshops, meetings, travel and other project development logistical issues.
• Ability to work with minimal supervision and willingness to work extended hours and respond to strict deadlines.
• Ability to work with multi-disciplinary teams.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
- Applications received after the closing date will not be accepted
- 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/
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
 - ECTAD Programme Operations Assistant){kind=link}