Job Description
Organizational Setting
The Shared Services Centre is responsible for providing a coordinated corporate support function to Headquarters and decentralized offices and their staff, for administrative transactional processes including staff and non-staff human resources servicing, travel operations, invoice processing, vendor management, and fixed assets. It also provides advice and user support across the Organization on the use of corporate administrative, financial and HR systems. The Shared Services Centre consolidates administrative functions to deliver them in a cost-effective manner, promoting operational efficiencies and service improvements.
Reporting Lines
The Centre Manager reports to the ADG, CS.
Technical Focus
Delivery of administrative transactional processes including human resources servicing, travel operations, finance, vendor management.
Key Results
Coordination of the operations and functioning of the SSC ensuring achievement of agreed service levels and compliance with established policies.
Key Functions
- Supervises staff, oversees the delivery of multi-disciplinary programmes, policies, products, and services and prepares a variety of plans, strategies, reports and proposals
- Oversees service delivery and the day-to-day operations of the SSC, ensuring that all standards are met and procedures are followed. Establishes priorities and schedules of main activities
- Reviews and monitors SSC-related services to identify trends and problem areas, reporting on risks, key performance indicators and proposed corrective action or new approaches
- Develops and implements new work methods and procedures of the SSC; recommends procedural changes to improve SSC efficiency and ensures appropriate implementation of decisions made by senior management
- Prepares and monitors the SSC budget
- Plans and monitors staffing overseeing recruitment and any other administrative functions related to the smooth functioning of the SSC
- Supervises staff, managing performance, staff development, training and careers
- Oversees and ensures the smooth functioning of information systems required to deliver the services and the definition and implementation of changes required to maintain the systems operational and fit for purpose. Supports system deployment activities to ensure smooth adoption by clients of the Centre
- Defines and ensures the implementation of Service Level Agreements; sets standards for quality and ensures that operational activities are implemented in accordance with recognized procedures and guidelines and meet the established standards
- Establishes quality control mechanisms such as client surveys, periodic data quality assurance reviews, error escalation procedures
- Plans and develops SSC communication strategy and capacity development; develops procedures and guidelines for use by the SSC customers in order to ensure clarity, accuracy, consistency and accountability and to sustain and increase public awareness of SSC core activities
- Establishes and maintains close working relationships with functional Divisions/Offices at HQ, liaising on issues in the implementation of established policies and escalating to policy owners any issue requiring policy related decisions
- Liaises with the host government on matters relating to the SSC management
- Performs other duties as required
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- Advanced University degree in Business Administration and/or Management, Human Resources, Finance or other related field
- Ten years of relevant experience in coordinating, leading and/or managing operations and administrative activities
- Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian
Competencies
- Results Focus
- Leading, Engaging and Empowering
- Communication
- Partnering and Advocating
- Knowledge Sharing and Continuous Improvement
- Strategic Thinking
Technical/Functional Skills
- Work experience in more than one location or area of work is considered essential
- Extent and level of experience in coordinating, leading and/or managing operations and administrative activities
- Extent of understanding and experience with computerized ERP systems and their application
About the Organization
An intergovernmental organization, the Food and Agriculture Organization of the United Nations (FAO) has 194 Member Nations, two associate members and one member organization, the European Union. Achieving food security for all is at the heart of FAO's efforts - to make sure people have regular access to enough high-quality food to lead active, healthy lives. FAO's mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy.
