Project Operations Assistant

The Project Operations Assistant supports the day-to-day administrative, logistical, and operational tasks of the project under the FAO Representation in the Philippines. The role involves coordination of project work plans, operational support, liaison with partners, and ensuring compliance with donor visibility and FAO systems.

Responsibilities

• Participate in the development of project work plans and subsequent activities’ implementation in consultation with relevant FAO personnel, partners, and stakeholders, including government counterparts
• Assist the team in the timely delivery of operations in line with project work plans and provide suggestions to overcome any potential bottlenecks
• Liaise with the Project Team, the Administrative Unit, and support the Programme Unit of the FAO Office in the Philippines on relevant issues related to programme implementation (e.g., budget preparation, financial control, logistics, missions, procurement, and operational field support)
• With support from the Administrative Assistant, coordinate and support missions from the FAO Offices, donors, governments, and other partners
• Provide support to the monitoring, evaluation, and learning of the programme
• Participate in project monitoring by maintaining current registers and control tools on the status of projects at various stages
• Assist in preparing minutes of meetings, presentation materials, and project reports
• Prepare HR plans based on existing and forthcoming project documents and monitor relevant resource allocations and expenditures
• Provide assistance in the use of relevant FAO systems-based tools in project management, including the generation of Transaction Listings and Financial Statements in collaboration with the Administrative Assistant
• Ensure quality review of the Purchase Requisitions prepared by the Administrative Assistant (including project code used and specifications)
• Maintain close coordination with the FAOPH Procurement Unit to monitor progress and ensure prompt delivery of procurement transactions
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative
• Ensure compliance with donor visibility requirements and proper implementation of the project’s communication and visibility activities across teams and actions, including in line with the European Commission’s “Use of the EU emblem in the context of EU programmes 2021–2027” and “Communicating and raising EU visibility – Guidance for external actions” (July 2022). Ensures that all teams, consultants, grantees and implementing partners comply with relevant visibility requirements.

Requirements

• University degree in Business Administration, Public Administration, Management, Finance, Accounting, Economics, Commerce, or other related disciplines
• At least four (4) years of relevant and progressively responsible experience in project operations, with demonstrated familiarity with the operational context of Mindanao and the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM)
• National of the Philippines
• Working knowledge (level C) of English and Filipino
• Project implementation support, including coordination of work planning and activities, facilitation of administrative, financial, procurement, and logistics processes, monitoring and reporting, and ensuring compliance with FAO systems and donor requirements for the efficient and timely delivery of project activities
• Use of monitoring and tracking tools for oversight
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams

Skills

• Project Implementation Support
• Work Planning Coordination
• Administrative Processes Support
• Financial Processes
• Procurement Procedures
• Logistics Processes
• Monitoring and Reporting
• Donor Compliance
• Use of Monitoring Tools
• Use of Tracking Tools
• Project Operations
• Operational Support
• Liaison with Partners
• Knowledge of FAO Systems
• Humanitarian Context Adaptation

Languages

English, Filipino