Operations Specialist

FAOHome; Pretoria; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An established international organization is seeking a National Project Specialist to manage operations for a vital health initiative. This role involves overseeing project administration, ensuring alignment with organizational goals, and collaborating with various teams. The ideal candidate will have a strong background in operations management, excellent communication skills, and the ability to navigate complex project environments. You will play a crucial role in enhancing pandemic preparedness in South Africa, making a significant impact on public health and safety. Join a mission-driven team dedicated to improving lives through sustainable development and effective health systems.

Qualifications

• Five years of experience in operations management is required.
• Understanding of FAO operations and agreements is essential.

Responsibilities

• Manage day-to-day administrative and logistical tasks for project operations.
• Develop reports and communication materials for stakeholders.

Skills

Operations Management

Communication Skills

Project Management

Data Analysis

Education

University degree in legal or social sciences

Tools

Corporate Financial Systems

Project Management Software

Job description

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations. With presently 194 member states and working in more than 130 countries worldwide, including South Africa, FAO contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to more efficient, inclusive, resilient, and sustainable agri-food systems for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The main purpose of the FAO Country Offices, headed by an FAO Representative, is to assist governments in developing policies, programs, and projects to achieve food security, reduce hunger and malnutrition, and develop the agricultural, fisheries, and forestry sectors sustainably.

FAO Country Office activities include designing and implementing country-specific field programs, liaising with local donors and representatives, and active outreach related to FAO initiatives.

The FAO Country Office in South Africa collaborates with the Department of Health (DOH), Department of Agriculture, Land Reform and Rural Development, WHO, and UNICEF on the Pandemic Fund project titled 'Building a Resilient Future: Strengthening Pandemic Prevention, Preparedness, and Response in South Africa through a One Health Approach.' Led by the DOH in partnership with other departments, FAO, WHO, and UNICEF are the implementing entities working with designated delivery partners. The project aims to strengthen health systems for effective pandemic response through improved surveillance, laboratory systems, and capacity building, from 2025 to 2027.

Key Focus Areas

• Surveillance and Early Warning Systems: Development and enhancement of systems for prompt detection of potential pandemic threats.
• Laboratory Systems: Strengthening laboratory capacity for diagnosing and responding to emerging pathogens.
• Capacity Development: Building skills and competencies of local institutions and personnel for better management of health emergencies.

Reporting Lines

A National Project Specialist is sought to assist in the project. Under the supervision of the FAO Representative in South Africa, the Operations Officer will oversee project administration, manage operational aspects, ensure alignment with project goals, organizational policies, and budget constraints. The role involves collaboration within FAO teams and with technical backstopping from the ECTAD Country team Lead.

Technical Focus

The incumbent will coordinate the implementation of the World Bank-funded project 'Building a Resilient Future' in South Africa.

Tasks and Responsibilities

1. Manage day-to-day administrative, logistical, and financial tasks supporting project operations.
2. Work with FAO program and admin teams to implement activities per the work plan.
3. Support drafting and negotiating Letters of Agreement with partners, ensuring compliance.
4. Develop reports, presentations, and communication materials.
5. Coordinate communication and reporting activities.
6. Manage logistics for training and capacity-building events.
7. Streamline procurement and expenditure tracking processes.
8. Standardize reporting templates and meetings logistics.
9. Develop systems for documentation and financial tracking.
10. Ensure activities align with national policies and project goals.
11. Assist in budget preparation and adherence to financial regulations.
12. Monitor timelines and deliverables.
13. Prepare procurement and travel plans.
14. Support steering committee and partner meetings.
15. Support recruitment of additional workforce.
16. Share lessons learned with project teams.
17. Support project team during country missions.
18. Perform other relevant tasks as needed.

Standards and Guidelines

Maintain liaison with OCC to ensure compliance with FAO standards, messaging, review, and clearance processes. All communication materials must follow FAO policies, including the FAO Strategic Framework, social media policies, branding guidelines, and other standards, accessible via the FAO intranet OCC section.

Candidate Requirements

Minimum Requirements

• University degree in legal or social sciences
• Five years of experience in operations management
• Working knowledge (level C) of English
• South African nationality

Core Competencies

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

Technical/Functional Skills

• Excellent knowledge of communication and documentation standards
• Proficiency with corporate financial systems and administrative procedures
• Understanding of organizational structure

Selection Criteria

• Understanding of FAO operations and agreements
• Knowledge of regulatory compliance environment
• Ability to lead project operations
• Knowledge of life sciences or related sectors is advantageous
• Familiarity with UN project operations preferred
• Proficiency in data analysis and project management software

Additional Information

• FAO does not charge fees at any recruitment stage.
• Applications after the deadline will not be accepted.
• Educational qualifications must be from recognized institutions.
• Employment is contingent upon medical fitness, visa, and security clearances.

FAO values gender, geographical, and linguistic diversity. Qualified female applicants, nationals of underrepresented countries, and persons with disabilities are encouraged to apply.