Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is currently implementing a 3-year project under the Multi-Donor Action “Circular Economy in the Food Sector” (CIRCULAR) which is jointly implemented with Expertise France (EF) and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and funded by the European Union (EU). The FAO project under CIRCULAR seeks to address critical issues such as food loss and waste reduction, circularity applied to agri-food systems, and the transition away from single-use plastics from producers up to wholesalers. By leveraging multi-stakeholder partnerships and socio-technological interventions the project seeks to not only mitigate agri-food system climate impacts but also contribute to economic and social well-being.

Reporting Lines

Under the direct supervision of the Assistant FAO Representative (Programme), the technical supervision of the FAO Lead Technical Officer (LTO) in the FAO Regional Office for Asia and the Pacific, and close collaboration with the International Project Management Specialist and the National FLW Specialist, the incumbent will contribute to timely implementation of the project performing specific tasks.

Technical Focus

The incumbent should ensure effective project implementation through programme coordination and operational assistance. They should assist in project operational activities as per project documents and implementation plan and assist in implementing the project efficiently and effectively. Additionally, they should provide effective support to national and international consultants facilitating seamless project implementation. 

Tasks and responsibilities

•    Assist the Project Management Unit (PMU) and manage day-to-day implementation of the project with technical support from the International Project Management Specialist and the National FLW Specialist.
•    Undertake all admin & operations tasks to support the implementation of the project activities in a timely and efficient manner. 
•    Support the International Project Management Specialist with recruitment of consultants, awarding contracts, procurement of service providers and follow up on operational tasks. 
•    Coordinate among national line ministries and non-government entities (private sector, academia and research institutions, and civil society) and other regional and international organizations in the country as required for delivery of the work plan.
•    Coordinate with relevant stakeholders, vendors, and service providers including with GIZ, EF to secure necessary resources and support, and ensure effective collaborations.
•    Support the International Project Management Specialist with M&E tasks as required. 
•    Assist the International Project Management Specialist to manage project budgets and expenditures, ensuring that financial resources are utilized efficiently and in compliance with donor requirements and organizational policies. 
•    Assist the International Project Management Specialist in managing the budget cycle of the project including planning, preparation, revision and budget execution including maintenance of project accounts.
•    Prepare regular financial reports for review by project management and donors.
•    Manage project documentation and information flow, including organizing and maintaining project files, databases, and communication channels to facilitate access and retrieval of relevant information.
•    Facilitate communication and collaboration among project team members, stakeholders, and partners by organizing meetings and documenting meeting minutes and action points.
•    Support the organization of project events and activities, including logistical arrangements, venue booking, catering, and participant registration, to ensure successful implementation and participant satisfaction.
•    Serve as the focal point for administrative support to project personnel, assisting with travel arrangements and other administrative tasks as needed.
•    Liaise with government agencies, non-governmental organizations (NGOs), private sector entities, and other stakeholders to coordinate project activities and facilitate cooperation and partnerships.
•    Undertake any other logistical and administrative tasks to support the overall objectives of the CIRCULAR project.
•    Undertake any other related tasks as requested by AFAOR (Programme).

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in international relations, business administration, project management, logistics or any other relevant field
•    Minimum of 4 years of relevant professional experience in logistical and administrative roles, preferably in project management or international development settings
•    Working knowledge of English and working knowledge of Sinhala and/or Tamil 
•    National of Sri Lanka

FAO Core Competencies

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

Technical/Functional Skills 

•    Demonstrated expertise in coordinating complex logistical operations, including procurement, travel arrangements, event management, and budget monitoring.
•    Proven ability to manage project documentation and information flow, with strong organizational skills and attention to detail.
•    Experience in financial management, budget tracking, and preparation of financial reports, with a sound understanding of accounting principles and procedures.
•    Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders and build collaborative relationships.
•    Proficiency in computer applications, including Microsoft Office suite and project management tools, with the ability to quickly learn and adapt to new software platforms.
•    Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and implement corrective actions promptly.
•    Knowledge of FAO policies, procedures, and project management tools is desirable.
•    Ability to work independently with minimal supervision and as part of a team, with a proactive and results-oriented approach to work.

Selection Criteria 

•    Experience in working with government, regional and international development agencies. 
•    Extent and relevance of experience in related sectors.
•    Experience in coordinating and liaising with industry, academia, national authorities, UN agencies, donors, intergovernmental organizations, and non-governmental organizations.
•    Familiarity with the UN System and /or development sector will be considered an asset.

ADDITIONAL INFORMATION