• Application Deadline: Wed, 27 Sep 2023 00:00:00 GMT
• Position: Operation and Administration Specialist


• Job Type Full Time


• Qualification BA/BSc/HND


• Experience 5 years


• Location Nigeria


• Job Field Administration / Secretarial  , NGO/Non-Profit 
  

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 FAO’s 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 (USD5,000) in a regular basis to support day-to-day operation activities;


• Review financial reports from implementing partners and Process payment status against FAO’s 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.