Operation and Administration Specialist

Reporting Lines

Under the overall supervision of the FAO Representative (FAOR) and direct supervision of the Emergency Operations Specialist and in close collaboration with other relevant team members in the FAO Nigeria country and field offices, the incumbent will undertake the following main tasks:

Technical Focus 

Provide operational and administrative support to the day to day implementation of the UK Pack funded project in the field

Tasks and responsibilities

Finance and Budget Monitoring: 

⢠Assist in the establishment of the financial and administrative procedures in close collaboration with the Emergency Operations Specialist and the Assistant FAOR (Administration);
⢠Retrieve, enter, select and analyse data from a wide variety of sources, including FAOâs corporate system and data bases (i.e. GRMS, FIMIS, COIN); verify accuracy of data documents; make necessary adjustments when required;
⢠Ensure accuracy of coding in line with FAO regulation/chart of accounts, clear supporting documentation, report any admin or financial discrepancies and prepare necessary adjustments as required;
⢠Assist in the management of appropriate book-keeping of office expenditures, general administration, set up of filling and archive system;
⢠Examine and process a variety of payment/reimbursement/disbursement of various vendor payments;
⢠Operate and report on the out posted petty cash (OPC) expenses (USD5,) in a regular basis to support day-to-day operation activities;
⢠Review financial reports from implementing partners and Process payment status against FAOâs commitments, i.e. Letter of Agreement (LOA), Contracts etc.
⢠Assist with the organization of workshops, meetings and training courses including booking of hosting facilities/venues, travel, transportation, translation, etc. 
⢠Arrange for timely repairs/servicing of office vehicles and office generators in the field-office
⢠Check and record daily log and fuel consumption for project and rented vehicles and generators used for the field-office
⢠Supervisor the day to day running and housekeeping activities, including supervising/monitoring cleaners, security services and other essential services providers contracted by FAO to support the premises management.
⢠Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications; 
⢠Prepare administrative and financial documentation related to project activities and carry out initial review for RM/ROO briefing;
⢠Ensure that assets procured through on the project are properly registered, insured, used, maintained and safeguarded and appropriate inventory reports are timely and regularly forwarded to the Operations officer;
⢠Make necessary arrangements for incoming and outgoing missions, including elaboration of the mission Agenda, security clearances, entry visas, flights and hotel bookings; 
⢠Prepare Travel Authorizations (TA) & Travel Expense Claims (TEC) for incoming and outgoing missions as required and assist the programme staff with security clearance requests and hotel bookings;

Administrative Support and Management of Assets, furniture, and other office stationary:

⢠Assist in the raising of purchase requisition in support of project procurement
⢠Collating and submission of payment requests to Abuja finance unit.
⢠Assist submission of monthly timecards of the project personnel;
⢠Assist in submission of Travel Authorizations in the system for FAOR approval;
⢠Maintenance of the filling system ensuring safekeeping of all the project related documents;
⢠Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard; 
⢠Ensure that all the equipment procured under the projects are recorded in FAO system (COIN);
⢠Update local asset records based on the outcomes of regular physical inventory and should identify obsolete/un-usable properties/items for disposal; 
⢠Act as custodian for management of office stationary supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution.
⢠Perform any other related duties as required.
⢠Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

⢠University Degree in Business Administration, Finance, Accounting, or a relevant field preferred.
⢠Minimum 5 years of practical experience in general project/office operational activities, and progressively responsible experience in administration and operations works.
⢠Working knowledge of English.
⢠National of Nigeria.

FAO Core Competencies

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

Technical/Functional Skills 

⢠Work experience in more than one location or area of work 
⢠Familiarity and proven experience in providing operations and administrative support to projects
⢠Excellent command of written and spoken English.
⢠Excellent computer skills, communication, writing and presentation skills.
⢠Readiness to carry out visits to project sites and duty travel as required.
⢠Excellent team-building and cross-cultural skills.
⢠Good computer skills and proficiency in English language is required.
⢠Ability to work efficiently and accurately
⢠Good communication skills to maintain good working relationships with people from different nationality and cultural background. 

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: 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 For additional employment opportunities visit the FAO employment website:  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.