FAO is participating in a United Nations Environment Programme (UNEP)-led project, titled ‘Enhancing Early Warning Systems (EWS) to build greater resilience to hydro-meteorological hazards in Timor-Leste’ with funding from the Green Climate Fund (GCF) (here after referred as the GCF/UNEP Umbrella project). This project aims to achieve: 1) Strengthened delivery model and legislation for climate information and multi-hazard early warning systems (MHEWS); 2) Strengthened observation, monitoring, analysis and forecasting of climate and its impacts; 3) Improved dissemination and communication of risk information and early warning; and 4) Enhanced climate risk management capacity. These results will lead to enhanced climate resilience of the entire population of Timor-Leste, including 1.03 million people as direct beneficiaries (i.e., 80 percent of the population).
The National Directorate of Meteorological Services (NDMG) of Timor Leste acts as the GCF/UNEP Umbrella Project’s Executing Entity (EE) together with the Ministry of Agriculture and Fisheries (MAF), Timor Leste Red Cross (CVTL) and other government agencies acting as implementing partners. FAO together with agencies such as the Regional Integrated Multi-Hazard Early Warning System for Africa and Asia (RIMES), the International Federation of Red Cross and Red Crescent Societies (IFRC), the Indonesian Meteorological, Climatological and Geophysical Agency (BMKG) and the Abdus Salam International Centre for Theoretical Physics (ICTP), will serve as technical partners.
Under the GCF/UNEP Umbrella Project, FAO together with MAF will lead the implementation of the following sub-activities:
- 2.2.3 Establish impact-based forecasting and decision-support systems for agriculture, disaster risk reduction (DRR) and marine sectors;
- 3.1.4 Disseminate sector-specific early warning information for agriculture; and
- 4.2.2 Develop capacity for Early Warning Early Action (EWEA) in agriculture.
Subsequently, the FAO project will achieve the following outputs:
- Output 1: Strengthened multi-hazard impact-based forecasting and decision-support systems (DSSs) for agriculture, water resources, marine ecosystems and DRR.
- Output 2: Improved dissemination and communication of multi-hazard early warnings for the agriculture sector.
- Output 3: Enhanced Anticipatory Action capacity in the agriculture sector.
Reporting Lines
The incumbent will be under the overall supervision of the FAO Representative (FAOR) for Indonesia and Timor-Leste and the day-to-day supervision of the project Team Leader in close collaboration with the FAOTL Operations Unit, the project team as well as with government counterparts at national and municipal level and other implementing partners and stakeholders.
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Technical Focus
The consultant is responsible to perform a large variety of routine administrative/finance/procurement work of the project and provide office support functions contributing to the smooth and efficient running of the project.
The incumbent’s key results have an impact on the efficiency & effectively of the project. Accurate data entry, presentation of information strengthens the capacity of the project; client-oriented approach enhances project capability in administrative and procurement related management.
Key Results
- Contribute to the preparation of the project annual work plan and identification of partners and service providers.
- Contribute to the preparation of the Terms of Reference (TOR), letter of agreement (LOA), contracts, ect. for the implementation of the activities.
- Contribute to timely and quality reporting on the project implementation to UNEP and within FAO;
- Contribute to the further development of FAO resilience programme in Timor-Leste;
- Perform other tasks assigned by the FAOR and the International Agro-Climate Service Specialist/Project Team Leader and the International DRM and AA experts.
Tasks and responsibilities
Specifically, the incumbent will perform the following tasks:
- Lead day-to-day administrative support to ensure smooth and timely implementation of project activities in compliance with FAO administrative and financial rules and regulations.
- Following up the request of approval are related of requirement for the project manners.
- Support and advise the FAO GCF/UNEP project team through the monitoring of financial expenditures related to project activities.
- Advise on preparation of Letters of Agreement and supporting documents for approval/clearance.
- Manage project data and documentation in FPMIS including BTORs and Agreements.
- Maintain linkages with FAO administrative and programme support units as well as government counterparts, partners on administrative and financial matters as required and in the timely manner.
- Liaise with FAOTL Operations Unit to compile, verify and process all related documents for payments and expenses of duty travels in country, trainings and workshops, as well as settlement of check advances in accordance with the FAO’s rules and regulations and provide advice to the project team;
- Lead procurement processes for project goods, supplies, and services, including through the use of online In-Tend and UNGM systems (ITB, RFQ, RFI, etc.), together with project team members and other FAO colleagues as required.
- Liaise with FAOTL Operations Unit in the procurement of items for the Anticipatory Action Protocols, such as drought resistant seeds and water tight drums.
- Prepare the documents to get approval for exemption customer clearance to import the goods and IT equipment for the project as required.
- Create vendor, process purchase requisitions and purchase orders for Goods and Services, Travel Authorization and Travel Expense Claims in the Global Resources Management System (GRMS) for FAO Staff and Non-Staff Traveler (NST).
- Responsible for logistics arrangement for meetings, trainings, workshops etc. with internal and external counterparts, Attend workshops and meetings as required.
- Liaise with FAOTL Operations Unit for travel and missions matters including through preparation of the documents to get approval for entry visa, multi-visa and work permit; liaison and management of UNDSS Traveler list, and; provision of translation support to the international consultants during their mission in the targeted areas as required. Prepare budget and financial reports as necessary.
- Support the setup of the project team and recruitment process of project staff through preparation of the supporting documents to hire, re-hire, and extend the contracts of project team.
- Maintain the filling system of the programmme and document repository.
- Assist project personnel and general administrative matters.
- Maintain inventory of project / program’s matters
- Ensure office running including office supplies (i.e. stationary, utilities, telephones, etc…) ground maintenance, security, transportation and other office services as applicable.
- Support with the project closure when requested.
- Translate and interpret between English and Tetun when requested
- Perform other duties as required
Minimum Requirements
- University degree/technical diploma/high school diploma
- 3 (three) years of relevant experience in administrative, procurement, logistic and project support work
- Working knowledge (Level C) of English as FAO official language used for communication within the country.
- IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
- Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
- Good knowledge of the communication and documentation standards
- Good knowledge of corporate computerized Procurement/logistic/ travel / Human Resources systems and administrative procedures and policies
- Good knowledge of the organizational structure
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Incomplete applications will not be considered. If you need help please contact: [email protected]
- Applications received after the closing date will not be accepted
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
HOW TO APPLY
- To apply, please send your updated profile to [email protected] or submit the hard copy to FAO representation office at the Ministry of Agriculture and Fisheries Compound, Av. Presidente Nicolau Lobato, No. 5 - Comoro. 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 or application letter confirming you as the best candidate for the position
• Candidates may be requested to provide performance assessments and/or authorization to conduct verification checks of past and present work, character, education record 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 for employment recruitment related processes such as pre-screening of applications, assessment, background checks and other related process
• Only applications received in FAO representation office and FAO official email portal will be considered
• Your application will be screened based on the information provided in your profile
• We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: [email protected]
