Technical Focus

The Operations Assistant will support the effective delivery of FAO Kenya programme activities through efficient management of operational processes, financial transactions, and administrative services. The role focuses on ensuring compliance with FAO rules and procedures while supporting project implementation through the use of corporate systems and tools.

Key areas of technical focus include:

• Operational support to projects
• Financial and budget operations
• Corporate systems utilization
• Support to procurement and logistics processes
• Project expenditure tracking and reporting
• Travel management
• Coordination and liaison with country office departments

Tasks and responsibilities

• Raise purchase requisitions
• Coordinate the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Map project expenditures in FPMIS by liaising closely with result areas Programme Assistants and Operations Specialists to ensure that mapping of expenditures is done timely and correctly
• Creation of entity numbers and concept notes in FPMIS.
• Preparing and submitting requests for accounting adjustments
• Raise Travel Authorizations requests
• Process Travel Expenses claims
• Perform any other related duties

Minimum Requirements

• Bachelor’s degree in: Business Administration, Finance or Accounting, Supply Chain Management, International Relations, Public Administration, Management, Rural development, or a related field from a recognized university is required
• A minimum of three (3) years of progressive work experience in operations, project management, administration, travel, or related work
• Working knowledge (level C) of English and Kiswahili
• National of Kenya

• Raise purchase requisitions
• Coordinate the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Map project expenditures in FPMIS by liaising closely with result areas Programme Assistants and Operations Specialists to ensure that mapping of expenditures is done timely and correctly
• Creation of entity numbers and concept notes in FPMIS.
• Preparing and submitting requests for accounting adjustments
• Raise Travel Authorizations requests
• Process Travel Expenses claims
• Perform any other related duties

• Working knowledge (level C) of English and Kiswahili

• Bachelor’s degree in: Business Administration, Finance or Accounting, Supply Chain Management, International Relations, Public Administration, Management, Rural development, or a related field from a recognized university is required
• A minimum of three (3) years of progressive work experience in operations, project management, administration, travel, or related work
• Working knowledge (level C) of English and Kiswahili
• National of Kenya