Administrative Officer (SURAGGWA – Programme Coordination Unit/PCU)

Overview

Provides overall administrative support to the SURAGGWA Programme Coordination Unit/PCU, coordinating administrative processes and ensuring compliance with FAO and donor requirements.

Key Responsibilities

• Coordinates the preparation of the Programme and Budget.
• Prepares and consolidates work plans; proposes revised plans.
• Prepares periodic budget reports.
• Develops, implements and monitors corporate activities.
• Overviews the maintenance of imprest accounts and other budgetary reports.
• Trains and supervises staff and field project personnel on administrative and operational matters.
• Establishes effective working relationships with Government counterparts.
• Oversees operational and staffing requirements of the office and its projects.
• Participates in review meetings to assess managerial and operational capacities.
• Assesses training needs and encourages training events.
• Optimizes the management of office premises.
• Establishes and maintains partnerships with units at headquarters.
• Organizes and participates in meetings, workshops, celebrations and other events.
• 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.

Required Experience

• Seven years of relevant experience in administrative support, programme coordination, or institutional management, preferably within UN or international organizations.
• Work experience in more than one location or area of work, particularly in field positions.
• Extent and relevance of experience in financial management, administration and planning.
• Extent and relevance of experience in organizing programme proposals and monitor programme implementation.
• Proven experience in administrative coordination of multi-country or complex programmes.
• Demonstrated ability to manage records, compliance, and governance documentation.

Qualifications

Advanced university degree (Master's or equivalent) in business administration, public administration, management, international relations, or a related field.

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