Tasks And Responsibilities

The incumbent will undertake the following duties and responsibilities:

• Provide operational support to Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR) and other FAO projects in Zambia
• Support the development of and provide operational inputs for project documents, proposals, and work plans for internal clearances.
• Provide inputs for personnel, technical support services, sub-contracts, training, equipment/supply, and other needs related to project operations
• Manage budgets and field expenditures of the projects including maintaining and monitoring shadow budgets, financial and management plans.
• Provide support to monitor and follow-up the contracts of Pandemic and ECTAD personnel, including quality assessments, and reporting
• Coordinate and contribute to the preparation of internal operational briefs and monitoring tables
• Supports procurement and contract activities, in line with the program work plan and budget of assigned activities;
• Supports financial and budget monitoring of FAO’s component of assigned projects using the FAO Corporate systems and tools, such as GRMS, the FPMIS Budget Module and the Transaction mapping tool;
• Supports up-to-date maintenance of FPMIS with relevant information (inserting/uploading reports, budget, budget revisions, extensions);
• Contributes to the preparation of technical specifications and Terms of References (recruitments, workshops, LOAs)
• Contributes to the preparation of briefs, progress reports and comprehensive reports for internal use as well for submission to donors;
• Contributes to budgetary monitoring involving: maintain records of the programme financial transactions, including field budget allocation, expenditure, advances and acquittals; regularly tracking expenditure on the programme and ensure that expenditure is within allocated budgets; following up of on Letter of Agreements issued locally with implementing partners;
• Update programme inventory and effect disposal of assets as per regulations
• Processing travel authorizations and travel expense claims for personnel associated with the programme;
• Assists with the management of the programme vehicle fleet, ensuring its maintenance and readiness for field missions.
• Supports accounts management and payments under the program. This involves: Verifying invoices and delivery notes against goods and services received; preparing payment requests ensuring appropriate FAO accounting and resource partner budget codes; performing periodic bank and petty cash reconciliations; updating records such as advances, expenditure and acquittals; generating financial status reports, financial statements and expenditure transaction listing and project from the corporate systems;
• Provide operational inputs to reports
• Undertake field missions in support of field operations
• Perform any other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in public or business administration, finance, accounting, economics, social sciences or other fields related to the FAO mandate;
• At least five years of relevant experience in project management/operations and support;
• Previous experience of working for International NGO or UN agencies
• Working knowledge of the English language
• National of Zambia

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