The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It oversees the network of Country Offices and the Subregional Office for the Pacific Islands (SAP). It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region, and in collaboration with Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities and the implementation of the Organization's strategies through programmes and projects across the region.
The Regional Office leads the preparation of the Regional Conferences and the Statutory Bodies in the region.
The Regional Office supports the formulation and implementation of the Country Programmes and Projects, including Country Programming Frameworks (CPFs), and their contribution to the FAO Strategic Framework and the United Nations Sustainable Development Cooperation Framework (UNSDCF) at the country level, advising Decentralized Offices on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization's Programme of Work and Budget.
The Regional Office develops and maintains relations with region-wide institutions, including the Regional Economic Integration Organizations (REIOs), and participates in the United Nations Regional Architecture, such as UN Regional Forums on Sustainable Development and UN Regional Collaborative Platforms and related mechanisms.
The position is located in the FAO Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.
The Senior Administrative Officer reports to the Deputy Regional Representative (DRR) and supervises and coordinates the operations of the Administrative Services Group (ASG) in the Regional Office for Asia and the Pacific (RAP).
Provision of a full range of administrative services in support of FAO's regular and other programmes carried out in the region.
Provide leadership, technical and policy guidance for the planning, development and implementation of projects, products and services in accordance with FAO's Strategic Framework and in alignment with the Organization's Gender Policy.
Key Functions :
Advises the Assistant Director-General/Regional Representative (ADG/RR) in the preparation/formulation of FAO's regional programme of work and budget and that these are in line with Regional Office (RO) work plans and in compliance with the approved Programme of Work and Budget.
Advises the ADG/RR in the general administration and smooth functioning of the Regional Office and provides advice on a full range of management and administrative matters, with an emphasis on the effective planning and utilization of human and financial resources.
Supports the Shared Services Centre (SSC) hub, the Offshore Systems Development Centre (OSDSC), RO/Emergency Centre for Transboundary Animal Diseases (ECTAD) and other regional projects as appropriate.
Monitors availability of funds for regular programme activities and field projects; oversees preparation, monitoring and revision of Regional Office budget; ensures that financial commitments, expenditures and periodic budgetary reports are controlled and in line within established limits.
Identifies operational, administrative and other constraints which may affect programme implementation and proposes solutions to improve quality, timeliness, cost effectiveness.
Ensures the maintenance of a reliable IT infrastructure and strategy for the Regional Office.
Supports the organization of the Regional Conference, World Food Day celebrations and other important meetings.
Liaises with headquarters units to resolve complex issues and with the internal and external auditors; prepares management replies to audit observations and queries, liaises with other UN agencies in the Asia and Pacific region on common services and participates in UN Operations Management Team (OMT) meetings, as appropriate.
Ensures the maintenance of the office premises and space requirements; ensures that premises have adequate security and are Minimum Operating Security Standards (MOSS) and Enhanced Minimum Operating Security Standards (E-MOSS) compliant.
Provides advice and administrative support to the Subregional Offices, FAO Country and Liaison Offices in the region.
Performs other related duties as required.
Specific Functions :
Provides administrative support to the planning and organization of the Regional Conference for Asia and the Pacific (APRC) and assumes the role and function of Conference Affairs Officer.
Participates in the Regional Management Team (RMT).
Oversees the general administration and smooth functioning of the Regional Office, the Subregional Office, and the FAO Representations in the region.
Oversees risk management, including fraud risk management, and internal controls in the Regional and Subregional Offices and FAO Representations, and implementation of mitigating actions and supports the DRR and ADG/RR to implement regional strategies of the Enterprise Risk Management Policy.
Develops the Regional Office's coordinated approaches with the aim of further empowering Subregional and Country Offices by animating a regional network of senior administrative staff on operational and administrative matters.
Provides advice on human resources management, including recruitment, staffing, and capacity development to ensure effective planning and utilization of human resources.
Oversees the performance management of the Subregional Office and the FAO Representations.
Provides guidance on administrative issues, performance evaluation, and supervision of staff to managers and staff members.
Interacts with internal and external auditors, ensuring responses to queries and recommendations.
Ensures timely and quality operational, human resource, and administrative support to the Subregional Coordinator and FAO Representatives from the Regional Office.
Minimum Requirements :
Advanced university degree in business or public administration, law, accounting or a related field.
Ten years of relevant experience in finance management, human resources management, administration and planning.
Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
Technical/Functional Skills :
Work experience in more than one location or area of work, particularly in field positions, is essential.
Extent and relevance of experience in financial management, administration and planning.
Extent and relevance of experience in monitoring and evaluating work programme and resources.
