Senior Administrative Officer

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.

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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through 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.

Organizational Setting

The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It oversees the network of Country Offices and the Subregional Office for the Pacific Islands (SAP). It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region, and in collaboration with Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities and the implementation of the Organization's strategies through programmes and projects across the region.

The Regional Office leads the preparation of the Regional Conferences and the Statutory Bodies in the region.

The Regional Office supports the formulation and implementation of the Country Programmes and Projects, including Country Programming Frameworks (CPFs), and their contribution to the FAO Strategic Framework and the United Nations Sustainable Development Cooperation Framework (UNSDCF) at the country level, advising Decentralized Offices on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization's Programme of Work and Budget.

The Regional Office develops and maintains relations with region-wide institutions, including the Regional Economic Integration Organizations (REIOs), and participates in the United Nations Regional Architecture, such as UN Regional Forums on Sustainable Development and UN Regional Collaborative Platforms and related mechanisms.

The position is located in the FAO Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

Reporting Lines

The Senior Administrative Officer reports to the Deputy Regional Representative (DRR) and supervises and coordinates the operations of the Administrative Services Group (ASG) in the Regional Office for Asia and the Pacific (RAP).
 

Technical Focus
Provision of a full range of administrative services in support of FAO's regular and other programmes carried out in the region.

Key Results

Provide leadership, technical and policy guidance for the planning, development and implementation of projects, products and services in accordance with FAO's 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 (RO) 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) hub, the Offshore Systems Development Centre (OSDSC), RO/Emergency Centre for Transboundary Animal Diseases (ECTAD) and other regional projects as appropriate.
• Monitors availability of funds for regular programme activities and field projects; oversees preparation, monitoring and revision of Regional Office 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, cost effectiveness.
• Ensures the maintenance of a reliable 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 Asia and Pacific 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 Minimum Operating Security Standards (MOSS) and Enhanced Minimum Operating Security Standards (E-MOSS) compliant.
• 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

• Provides administrative support to the planning and organization of the Regional Conference for Asia and the Pacific (APRC) and assumes the role and function of Conference Affairs Officer.
• Participates in the Regional Management Team (RMT).
• Oversees the general administration and smooth functioning of the Regional Office, the Subregional Office, and the FAO Representations in the region.
• Oversees risk management, including fraud risk management, and internal controls in the Regional and Subregional Offices and FAO Representations, and implementation of mitigating actions and supports the DRR and ADG/RR to implement regional strategies of the Enterprise Risk Management Policy.
• Develops the Regional Office's coordinated approaches with the aim of further empowering Subregional and Country Offices by animating a regional network of senior administrative staff on operational and administrative matters.
• Provides advice on human resources management, including recruitment, staffing, and capacity development to ensure effective planning and utilization of human resources.
• Oversees the performance management of the Subregional Office and the FAO Representations.
• Provides guidance on administrative issues, performance evaluation, and supervision of staff to managers and staff members.
• Interacts with internal and external auditors, ensuring responses to queries and recommendations.
• Ensures timely and quality operational, human resource, and administrative support to the Subregional Coordinator and FAO Representatives from the Regional Office.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

·    Advanced university degree in business or public administration, law, accounting or a related field.

·    Ten years of relevant experience in finance management, human resources management, administration and planning.

·   Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

Competencies

•            Results Focus

•            Leading, Engaging and Empowering Others

•            Communication

•            Partnering and Advocating

•            Knowledge Sharing and Continuous Improvement

•            Strategic Thinking

Technical/Functional Skills

•            Work experience in more than one location or area of work, particularly in field positions, is essential.

•            Extent and relevance of experience in financial management, administration and planning.

•            Extent and relevance of experience in monitoring and evaluating work programme and resources.

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FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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• Extension of fixed term appointments is based on certification of performance and availability of funds
• FAO reserves the right not to make an appointment.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

CONDITIONS OF SERVICE

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• 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/ 
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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