Operations Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations. With presently 194 member states and working in more than 130 countries worldwide including South Africa. 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.

The main of the FAO Country offices which are headed by an FAO Representative is to assist governments to develop policies programmes and projects to achieve food security and to reduce hunger and malnutrition to develop the agricultural fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.
FAO Country Office activities include the design and implementation of countryspecific field programs liaison with local donors representatives and active outreach activities related to FAO initiatives.

The FAO Country Office in South Africa is working with the Department of Health (DOH) Department of Agriculture Land Reform and Rural Development WHO and UNICEF in the approved second call on Pandemic Fund for South Africa in the project entitled Building a Resilient Future: Strengthening Pandemic Prevention Preparedness and Response in South Africa through a One Health Approach. The project is led by the Department of Health (DOH) in partnership with Department of Agriculture Land Reform and Rural Development. FAO WHO and UNICEF are the Implementing Entities who are going to work with designated delivery partners in the project. The Project aims at strengthening national health systems to effectively respond to pandemics through improved surveillance laboratory systems and capacity building. It will focus on enhancing pandemic preparedness and will be implemented during 2025 to 2027.

The project is centered around three key areas of focus which are:

Surveillance and Early Warning Systems: Development and enhancement of systems that can promptly detect potential
pandemic threats.
Laboratory Systems: Strengthening laboratory capacity to diagnose and respond to emerging pathogens effectively.
Capacity Development: Building the skills and competencies of local institutions and personnel to better prepare for and manage one health emergencies

Reporting Lines

A National Project Specialist is being sought to assist in the project. Under the joint supervision of the FAO Representative in South Africa the Operation Officer will oversee project administration and manage the operational aspects of the FAO Pandemic Fund Project ensuring that all activities align with project goals comply with organizational policies and adhere to budgetary constraints.

The incumbent will also work in collaboration with relevant technical and operational colleagues within the FAO Representation and within the regional and global project teams. The incumbent will also work closely with technical backstopping of the ECTAD Country team Lead

Technical Focus

The incumbent will play a pivotal role in the coordination of the implementation of the World Bank Funded project
Building a Resilient Future: Strengthening Pandemic Prevention Preparedness and Response through One Health Approach Pandemic (GCP /SAF/014/PAF) in South Africa.

Tasks and responsibilities

Assume primary responsibility for all daytoday administrative logistical and financial management tasks to support the projects operational framework.
Work with the Assistant FAORs in Programmes and Admin to ensure efficient and effective implementation of the project activities as per the approved work plan.
Support the Project coordinator in drafting and negotiating Letters of Agreement (LoAs) with delivery partners in line with FAO policies.
Oversee the of agreements ensuring compliance from all parties.
Support the development of project reports presentations and other communication materials as required.
Coordinate the administrative aspects of communication and support accurate timely reporting.
Manage all logistical and administrative tasks necessary for the successful delivery of training and capacitybuilding events
Coordinate with vendors and streamline event management processes.
Implement robust expenditure tracking and streamline procurement processes.
Standardise reporting templates and streamline meeting logistics.
Develop an electronic system for tracking documentation and financial transactions.
Ensure streamlined processes for documentation travel procurement and reporting.
Support the Project Coordinator and the project in ensuring that activities align with national policies national strategies and policies and project goals.
Assist in the preparation of the project budget and ensure adherence to FAO financial regulations and guidelines.
Monitor project timelines and deliverables ensuring that operational goals are met.
Prepare procurement and travel plans according to the project workplan.
Support the Project coordinator during steering committee meetings delivery partners meetings.
Support the recruitment of affiliate workforce.
Exchange lessonslearned and insights with the project team including the FAO Operation team at SFS RAF and HQ.
Where necessary support the project team during country missions with project partners and One Health Initiatives
Undertake other relevant tasks mutually agreed and deemed necessary by the FAO Representation.

FAO Standards and guidelines:

Liaison with OCC will be maintained either directly or through an agreed focal point/coordinator to ensure compliance with OCC standards aligned messaging and appropriate review and clearance processes.
All communication materials will follow FAO clearance processes and comply with FAO standards including:
FAO Strategic Framework 202231:
FAO social media policy and guidelines:
Social Media Branding Guidelines: terminology Names of Countries
Story guidelines Story template UN map standards FAO logo policy and related branding guidelines (available to staff).
Further guidance regarding FAO communications policies and procedures can be found through the FAO intranet OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

University degree in legal or social sciences
Five years Experience in Operation management
Working knowledge (level C) of English
National of South Africa

FAO Core Competencies

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

Technical/Functional Skills

Very good knowledge of the communication and documentation standards
Very good knowledge of corporate computerized financial systems and administrative procedures and policies
Very good knowledge of the organizational structure

Selection Criteria

Understanding FAO Operations including agreements.
Understanding of the regulatory compliance environment.
Ability to lead project operations.
Understanding of the life science systems or sector will be an advantage.
Knowledge of UN project operations or similar initiatives is preferred.
Proficiency in numbers data analysis and the use of project management software.

ADDITIONAL INFORMATION