Administrative Officer (SURAGGWA – Programme Coordination Unit/PCU)

The Administrative Officer provides administrative coordination, institutional support, and compliance management for the SURAGGWA Programme, a large-scale multi-country initiative funded by the Green Climate Fund. The role ensures orderly programme administration, effective coordination, and adherence to FAO and donor administrative requirements to support the programme's transformative goals in the Sahel region.

Responsibilities

• Coordinates the preparation of the Programme and Budget in consultation with relevant technical officers/divisions at headquarters.
• Prepares and consolidates work plans; proposes revised plans and strategic measures to implement successfully the biennial programme of work and monitor effectively budgetary trends.
• Prepares periodic budget reports for submission; prepares post planning and monitoring and other regular and ad hoc reports.
• Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.
• Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness.
• Overviews the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines.
• Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures.
• Establishes effective working relationships with Government counterparts at appropriate level for Government contributions to the work programme.
• Oversees operational and staffing requirements of the office and its projects, and ensures optimal staffing of the office and projects.
• Participates in review meetings to assess managerial and operational capacities, scrutinize reliability and solvency of selected implementing partners.
• Assesses training needs and encourages training events as well as other human resources-related activities.
• Optimizes the management of office premises, the allocation of space and the provision of services for the renovation and the maintenance of premises; is responsible for security for Minimum Operational Security Standards (MOSS) compliance.
• Establishes and maintains partnerships with units at headquarters, interacts with Internal and External Auditors and prepares replies to audit observations and queries.
• Organizes and participates in meetings, workshops, celebrations and other events.
• Performs other related duties as required.
• Provides overall administrative support to the SURAGGWA Programme Coordination Unit/PCU.
• Coordinates administrative processes between SFW, FAO Country Offices, RAF, and FAO Headquarters.
• Serves as the primary focal point for administrative coordination across the programme.
• Supports alignment of administrative actions with approved programme workplans.
• Provides administrative support to Programme Steering Committees, technical committees, and coordination fora.
• Ensures timely preparation, circulation, and archiving of meeting documentation, decisions, and action points.
• Supports follow up on governance decisions from an administrative standpoint.
• Ensures that all administrative processes comply with FAO rules, regulations, and applicable GCF administrative requirements.
• Maintains complete, structured, and audit ready administrative records and filing systems.
• Supports administrative inputs for audits, evaluations, fiduciary reviews, and supervision missions.
• Monitors administrative compliance related to contracts, travel, assets, and documentation.
• Coordinates with FAO regional Human Resources unit on administrative follow-up actions.
• Supports administrative aspects of recruitment, onboarding, and separation of programme staff and consultants.
• Maintains administrative tracking of contracts, amendments, deliverables, timesheets, and leave records.
• Ensures proper archiving and compliance of HR related documentation.
• Consolidates administrative inputs from country offices for programme progress reports.
• Supports preparation of administrative sections of reports, briefings, dashboards, and internal notes.
• Ensures proper documentation, archiving, and institutional memory of programme records.
• Acts as administrative liaison with FAO country offices, implementing entities, and partners regarding non-financial, non operational matters.
• Facilitates information flow and administrative communication across programme structures.

Requirements

• Advanced university degree (Master's or equivalent) in business administration, public administration, management, international relations, or a related field.
• Seven years of relevant experience in administrative support, programme coordination, or institutional management, preferably within UN or international organizations.
• Working knowledge (proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Work experience in more than one location or area of work, particularly in field positions.
• Experience in financial management, administration and planning.
• Experience in organizing programme proposals and monitoring programme implementation.
• Proven experience in administrative coordination of multi-country or complex programmes.
• Strong knowledge of UN/FAO administrative rules and procedures is considered an asset.
• Demonstrated ability to manage records, compliance, and governance documentation.
• Strong organizational, coordination, and planning skills.
• Ability to draft clear administrative correspondence, reports, and meeting documentation.
• Proficiency in standard office software and corporate ERP systems.
• Demonstrated ability to draft complex documents in English.
• Working knowledge (proficiency – level C) or Intermediate knowledge (intermediate proficiency – level B) of French would be considered an asset.

Skills

• Programme Coordination
• Administrative Support
• Institutional Management
• Finance Management
• Programme Planning
• Programme Proposal Development
• Programme Monitoring
• Administrative Coordination
• Multi-country Programme Management
• UN Administrative Rules
• FAO Administrative Policies
• Records Management Projects
• Compliance Management
• Governance Documentation
• Organizational Skills
• Coordination Skills
• Planning Skills
• Administrative Correspondence
• Report Writing
• Meeting Documentation
• ERP Systems
• Office Applications

Languages

English, French