Operations support specialist

United Nations Development Programme (UNDP)


Organizational Setting

The Fisheries and Aquaculture Division is one of FAO’s core technical divisions under the Natural Resources and Sustainable Production stream at FAO headquarters in Rome, Italy. The Division collaborates with Members and partners to promote for the responsible and sustainable management of aquatic food systems, aiming for better production, better nutrition, a better environment, and a better life. To fulfil its mandate, the Division focuses on the global development of fisheries and aquaculture through the implementation of its Blue Transformation a strategic approach that outlines a vision for sustainable and resilient aquatic food systems. Additionally, it extends support to Members through normative instruments and in collaborations with regional fishery bodies (RFBs) established within the framework of the FAO Constitution.

The Assessment and Management Team (NFIFM) of the Fisheries and Aquaculture Division is responsible for all programmes and activities related to Assessment and Management of fisheries and conservation of fishery resources, including all aspects of Fisheries Management and Assessment related to the social, economic, and ecological dimensions in the framework of the Ecosystem Approach to Fisheries. The Team: 1) provides information, advice and technical assistance to FAO Members and Regional Fisheries Bodies and Arrangements on Fisheries Management and Assessment globally, covering all its technical areas of work; 2) promotes and supports the development, dissemination and adoption of tools, methods and approaches to facilitate the management, monitoring and assessment of fisheries; 3) monitors the global status and trends of fish stocks and fisheries; 4) supports the monitoring of all the relevant SDG indicators; 5) supports and promotes cooperation and coordination with other institutions and programmes concerned with responsible fisheries; and 6) provides technical advice and information on the availability and role of processes and tools for fisheries governance and management in ocean governance and relevant multi-lateral environmental agreements. The Team develops and implements a large portfolio of programmes, projects and activities in an integrated and coordinated way, to deliver on its mandate at the service of FAO member countries.

The posts are either home-based or located at FAO headquarters, Viale delle Terme di Caracalla, Rome, Italy.


Reporting Lines

The Consultant or PSA Subscriber will work under the overall supervision of the Team Leader, Assessment and Management Team, and direct supervision of a relevant Officer.


Technical Focus

The incumbent will work as part of a multi-disciplinary closely collaborating team, supporting NFIFM Team Leader and the team in general in the management/programme efforts – including the operational, financial and budgetary management of the programme/project portfolio- and contribute to the development and successful implementation of the workplan and activities, as required.


Tasks and responsibilities

The tasks and responsibilities of each selected Consultant or PSA Subscriber will be defined in the Terms of Reference for the specific assignment. In general, assigned tasks and responsibilities will normally include one or more of the following elements depending on the assignment and the expertise of the specialist:

•    Support all operational aspects of the team’s programme/ project activities, including operational, administrative and financial management.
•    Support the review and analysis of operational and administrative procedures and practical implementation and the preparation of proposals for improvement and simplification of processes.
•    Participate in the development of improved work methods, tools and systems;
•    Support management and retrieval of operational data in the corporate systems.
•    Retrieve, enter, select and  analyse  data and/or statistics  from  a  wide  variety of  sources, including FAO’s  corporate systems and  data bases; verify accuracy of data documents; make necessary calculations;
•    Support or ensure timely provision of inputs (personnel, contracts, training, travels, procurement of equipment and supplies, etc.) to activities by coordinating and performing related logistical and administrative tasks;
•    Prepare and support specific operational processes (such as procurement, including Letters of Agreements (LoAs) and related implementation and monitoring); preparation of reports, etc.
•    Assist in the preparation of specific ad hoc documentation/analysis in support of the Budget Holders and/or relevant programmatic/project activities.
•    Participate in the organization, conduct and follow-up of technical workshops, meetings, webinars, consultations and conferences, including related aspects such as liaising with participants or delegates, drafting and dispatching invitation letters, overseeing and performing logistical arrangements, preparing required materials, providing support at the meetings, drafting or editing reports, etc.
•    Support tasks such as preparation of working documents, advocacy materials, web pages, articles, and information material for technical networks, workshops, conferences and other events.
•    Perform other related duties as required.



Minimum Requirements

•    University degree (for Consultants) / Relevant educational background (for PSA) in the areas of International Relations, Social Sciences, Economics, Accounting, Management, Project Management, Business or Public Administration, Finance or other related fields.
•    Relevant experience in support to operations, monitoring and reporting of Programmes/Projects/Activities: minimum 1 year of experience for Category C Consultants/PSAs; minimum 5 years of experience for Category B Consultants/ PSAs; minimum /15 years of experience for Category A Consultants/ PSAs
•    Working knowledge (level C) of English and limited knowledge (level B) of one of the other FAO languages (French, Spanish, Arabic, Russian, Chinese) for Consultants; Working knowledge (level C) of English for PSA Subscribers.


FAO Core Competencies

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


Technical/Functional Skills

•    Good knowledge and experience in supporting operations of programmes and projects, including planning, implementation of activities, management, monitoring and reporting.
•    Experience in coordinating and liaising with academia, national authorities, UN agencies, UN representations, donors, intergovernmental organizations, and non-governmental organizations.
•    Good ability to organize and manage technical meetings, conferences, high-level meetings, and workshops when applicable.
•    Good communication skills (oral and writing).
•    Good knowledge of corporate computerized financial / travel / Human Resources systems and administrative procedures and policies of FAO or similar organizations.
•    Good knowledge and effective use of standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point).
•    Ability to manage multiple tasks and deadlines concurrently.
•    Familiarity with the rules and regulations of FAO or similar organizations.

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