Operations Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO), in collaboration with the Ministry of Lands, Housing and Country Planning (MLHCP) and with financing from the World Bank, is implementing the project “Innovative Solutions for Land Dispute Resolution in Sierra Leone” (UTF/SIL/059/SIL).
The project focuses on:
• Strengthening women’s land rights through gender-transformative approaches;
• Improving land dispute resolution systems; and
• Promoting inclusive and participatory land governance.
The project requires strong operational support to ensure effective implementation, compliance with FAO and World Bank procedures, and efficient coordination of field and administrative activities.

Reporting Lines

The incumbent will work under the overall oversight of the FAO Representative (FAOR) and the direct supervision of the International Operations Specialist. The incumbent will collaborate closely with the Technical Assistance Coordinator; the Operations and Finance Units, the project team and implementing partners, and government counterparts and field-level stakeholders.

Technical Focus

The incumbent will support operational planning, logistics, procurement, and financial processes, ensuring:
• Efficient delivery of project activities;
• Compliance with FAO rules and donor requirements;
• Proper documentation and audit readiness; and
• Effective coordination of field operations.

Tasks and responsibilities

Operational and Logistical Support

• Coordinate logistical arrangements for project activities (trainings, workshops, MSP meetings, field missions);
• Support travel arrangements (tickets, accommodation, DSA processing, transport coordination);
• Ensure availability of vehicles, fuel, and drivers for project operations; and
• Assist in preparation and monitoring of activity workplans and schedules.
Procurement and Asset Management

• Support procurement processes in line with FAO procedures;
• Prepare purchase requests and track procurement actions;
• Maintain procurement documentation and contract records; and
• Support asset management, including inventory tracking and asset register updates.
Financial and Administrative Support

• Support budget monitoring and tracking of operational expenditures;
• Assist in processing payments, advances, and liquidations;
• Ensure completeness and accuracy of supporting documents for financial transactions;
• Maintain structured and audit-ready filing systems.
Coordination and Communication

• Facilitate communication between FAO, implementing partners, and stakeholders;
• Support organization of meetings, including agendas, minutes, and follow-up actions;
• Liaise with district-level actors to support field implementation; and
• Provide administrative and logistical support during missions and official visits.
Monitoring, Reporting and Documentation

• Support preparation of operational inputs for project reports;
• Maintain updated records of activities, logistics, and expenditures;
• Track implementation of activities against the approved workplan; and
• Support documentation of lessons learned and best practices.
Field Operations Support

• Provide logistical and administrative support to field missions;
• Support coordination of field teams and local stakeholders; and
• Ensure proper documentation of field activities and results.
Compliance and Risk Management

• Ensure all operational activities comply with FAO rules and donor requirements;
• Identify operational bottlenecks and propose solutions;
• Support audit processes by ensuring proper documentation and record-keeping; and
• Contribute to maintaining audit-ready records.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum requirements

• Bachelor’s degree in Business Administration, Management, Logistics, Finance, or related field.
• Minimum 5 years of relevant experience in operations, administration, or logistics of
• Working knowledge (proficiency - level C)'of English
• National of Sierra Leone

FAO Core Competencies

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

Technical/Functional Skills

• Strong organizational and coordination skills.
• Knowledge of procurement, logistics, and administrative procedures.
• Experience in operational planning and support.
• Ability to support field operations and multi-stakeholder coordination.
• Strong reporting and documentation skills.
• Proficiency in Microsoft Office applications

Selection criteria

• Experience in donor-funded or international development projects is an asset.
• Experience with FAO or UN operational systems is an advantage.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.