Operations Assistant (CIRCULAR)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is currently implementing a 3-year project under the Multi-Donor Action “Circular Economy in the Food Sector” (CIRCULAR) which is jointly implemented with Expertise France (EF) and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and funded by the European Union (EU). The FAO project under CIRCULAR seeks to address critical issues such as food loss and waste reduction, circularity applied to agri-food systems, and the transition away from single-use plastics from producers up to wholesalers. By leveraging multi-stakeholder partnerships and socio-technological interventions the project seeks to not only mitigate agri-food system climate impacts but also contribute to economic and social well-being.

Reporting Lines

Under the direct supervision of the Assistant FAO Representative (Programme), the technical supervision of the FAO Lead Technical Officer (LTO) in the FAO Regional Office for Asia and the Pacific, and close collaboration with the International Project Management Specialist, National FLW Specialist and Circular Economy Project Coordinator the incumbent will contribute to timely implementation of the project performing specific tasks.

Technical Focus

The Operations Assistant should have a foundation in project management systems, financial management tools, and digital communication platforms. This includes proficiency in software for tracking project activities and deadlines, competence in financial record-keeping and budget management tools specific to FAO and EU-funded projects.

Tasks and responsibilities

Operational Support

• Provide organizational, operational, and logistical support to the CIRCULAR team
• Assist in operationalizing project activities
• Support the Project Management Unit (PMU) with the identification and the recruitment of consultants and assist the PMU in managing of consultants upon recruitment.
• Organize project events, including workshops, meetings, and related programs
• Assist in implementing project activities in consultation with the project team, government counterparts, and other stakeholders
• Support budget preparation and financial control
• Manage travel and logistics operations
• Provide operational backstopping in the field
• Maintain project files and documentation
• Maintain expenditure records, process invoices and expense reports
• Assist in preparing procurement documents
• Manage office supplies and equipment for the project team

Communication and Reporting

• Assist the International Project Management Specialist and Project Coordinator with the preparation of Project narrative reports, financial report, preparation of meeting minutes and presentations
• Coordinate with suppliers, media, and project partners to ensure the objectives of the communications strategy are achieved.
• Follow up on the production of communication materials with Service Providers.
• Support in content creation to promote the visibility and impact of the project

Event Management

• Assist the project team to organize capacity-building workshops, training sessions, and awareness-raising events.
• Handle logistical arrangements for workshops, meetings, and other project-related events
• Coordinate with vendors and service providers for event supplies and equipment
• Manage participant registrations and communications
• Undertake any related tasks as requested by AFAOR (Programme)

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 2022-31\: https\://www.fao.org/strategic-framework/en
FAO social media policy and guidelines\: https\://www.fao.org/2/socialmedia
Social Media Branding Guidelines\: https\://openknowledge.fao.org/handle/20.500.14283/cb5044en
FAOSTYLE https\://openknowledge.fao.org/handle/20.500.14283/cb8081en
FAO terminology http\://www.fao.org/faoterm
FAO Names of Countries https\://www.fao.org/nocs/en   
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 international relations, business administration, project management, logistics or any other relevant field.
• Minimum of 3 years of relevant professional experience in logistical and administrative roles, preferably in project management or international development settings.
• Working knowledge of English and working knowledge of Sinhala
• National of Sri Lanka.

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated expertise in coordinating logistical operations, including procurement, travel arrangements, event management, and budget monitoring.
• Strong organizational skills and attention to detail.
• Experience in financial management, budget tracking, and preparation of financial reports
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders and build collaborative relationships.
• Proficiency in computer applications, including Microsoft Office suite and project management tools, with the ability to quickly learn and adapt to new software platforms.
• Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and implement corrective actions promptly.
• Knowledge of FAO policies, procedures, and project management tools is desirable.
• Ability to work independently with minimal supervision and as part of a team, with a proactive and results-oriented approach to work.

Selection Criteria

• Experience in working with government, regional and international development agencies.
• Extent and relevance of experience in related sectors.
• Experience in coordinating and liaising with industry, academia, national authorities, UN agencies, donors, intergovernmental organizations, and non-governmental organizations.
• Familiarity with the UN System and /or development sector will be considered an asset.

ADDITIONAL INFORMATION