- Starting date: 15 January 2024
- Location: Rome, Italy
- Working hours: Full-time position
The Civil Society and Indigenous Peoples’ Mechanism (CSIPM) for relations with the United Nations Committee on World Food Security (CFS) is the largest international space of social movements, Indigenous Peoples’ and civil society organisations working to eradicate food insecurity and malnutrition. The Mechanism was founded in 2010 as an essential and autonomous part of the reformed CFS. The purpose of the CSIPM is to facilitate civil society and Indigenous Peoples’ participation and articulation into the policy processes of the CFS.
The CSIPM is an open and inclusive space that gives priority to the organisations and movements of the people most affected by food insecurity and malnutrition. Since it was founded, several hundred national, regional or global organisations have participated in the CSIPM. Far more than 380 million smallholders and family farmers, agricultural and food workers, fisherfolk, pastoralists, Indigenous Peoples, consumers and urban food insecure around the world are affiliated to organisations that participate in the CSIPM. The Mechanism respects pluralism, autonomy, diversity and self-organisation and tries to ensure a balance of constituencies, gender, and regions.
The CSIPM Secretariat is dedicated to facilitating the functions of the CSIPM, supporting the implementation of its work plan and activities during the inter-sessional period and throughout the CFS Plenary Sessions. The CSIPM Secretariat supports the different CSIPM structures and articulations both in terms of governance and policy thematic work, accompanying all related processes. The CSIPM Secretariat is also responsible for providing, on a continuous basis, overall coordination, facilitation, logistic, financial and communication support to increase the overall capacities of the space and its participating organisations.
Main duties and tasks of the Finance and Logistic Officer are:
Administration of funding and other administrative tasks:
- Account for CSIPM expenditures vs available budget on a weekly/bi-weekly basis.
- Ensure payment of invoices on a weekly basis.
- Maintain a coordinated overview and control of CSIPM funding needs, income and expenditure, as well as providing information on funds availability to Working Groups, whenever is requested.
- Liaise with NGOs that administer funds on behalf of the CSIPM to:
- facilitate the signing of funding contracts between these NGOs and the donors;
- payment of invoices;
- preparation and finalization of service contracts for CSIPM consultancy services (i.e. interpreters, translators, communication experts, website designer, etc..);
- preparation and finalization of working contracts for CSIPM Secretariat staff.
- Liaise with FAO Partnership office for preparation of Letter of Agreement for funds provided by Member States via FAO (France, Italy, Germany, etc..) and NGOs administering funds on behalf of the CSIPM to facilitate access to resources and its use.
- Preparation of funding projects to be submitted to donors (this work is done in cooperation with CSIPM Coordinator, particularly for multi-year funding projects) and follow up work until their final approval and signature.
- Explore and propose long term options for the administration of CSIPM funds, such for example the selection of NGOs that will administer CSIPM financial resources.
- Preparation of financial and narrative reports (the narrative reports are done in cooperation with CSIPM Coordinator) for submission to donors.
- Cooperation with auditors during audits on CSIPM financial reports to donors.
- Preparation of quarterly/biannually Financial Reports and status of CSIPM funding needs to be presented to the Finance working group members and the Coordination Committee during the CSIPM Annual Forum and CC meetings.
- For CSIPM in-person meetings:
- booking of flights,
- facilitation of visas,
- booking accommodation and meals,
- payment of subsistence allowances,
- booking and organization of meeting venues including the use of meeting rooms (i.e. CSIPM meeting room during CFS Plenaries),
- taking care of participant list and actual attendance to meetings,
- preparing logistics briefings.
- Photocopying of documents and preparation of folders to be distributed to participants.
- For CSIPM online calls:
- generate zoom links or skype chats,
- organize online interpretation,
- assign interpreters into the cabine booths,
- provide technical assistance to the calls,
- register participation/attendance to online meetings,
- recording of online meetings and webinar.
- Oversee the work of any staff/volunteers responsible for CSIPM logistics, administration and finance.
- Organize interpretation of meetings and liaison work with interpreters during conferences and meetings to oversee the respect of interpreters working conditions and agreements.
Logistical support for regional, sub-regional and constituencies meetings (once a year if financial resources allow it):
- Organize part of the logistics, mainly:
- booking and purchasing of flights (not always but often);
- preparation of background documentation for Visa purpose;
- preparation of sub-contracts between CSIPM and the NGO for the transfer of funds provided by the CSIPM for the regional/constituency consultations;
- ensure timely transfer of funds for the organization of the above meetings.
- Liaison work with NGO/CSO taking care of the logistics of regional, sub-regional and constituencies consultations.
Additional tasks taken over from time to time in support of other colleagues in the Secretariat:
- Taking minutes of meetings and calls;
- Written translation, or review of Deepl translations of short emails/messages directed to CC/WG/AG;
- Support with oral interpretation and written translations when these are not possible to be provided via official interpreters/translators.
- Support in the facilitation of the policy work upon request of the CSIPM Secretariat’s coordinator, by: drafting emails to AG, CC or WG, study and analyze CFS policy documents for supporting CSIPM members in preparing their interventions and comments, presents CSIPM to Member States and donors.
Profile and requirements
- Advanced university degree, relating to political science, economy, food security and nutrition, human rights or an equivalent combination of a relevant undergraduate degree, plus related work experience and on-the-job training;
- Experience in working with social movements, Indigenous Peoples and civil society organizations that promote human rights approaches to food security and nutrition, gender equality and food sovereignty;
- At least 3 to 5 years’ experience of work relating to administration, finance and logistics;
- Commitment to, and experience in supporting civil society participation in inter-governmental policy dialogue and decision making;
- Substantial understanding of, and experience in working with peoples’ organizations and social movements;
- Excellent oral and written communication skills
- Fluent in Italian and English. Working knowledge of a third language between Spanish and French is an asset.
- Working in a unique and dynamic space of civil society and Indigenous Peoples’ participation to the United Nations;
- Being part of a highly motivated and intercultural team in the context of intercontinental diversity;
- An appropriate remuneration and a rewarding work environment. Further details will be provided in the event of an interview;
- The position is based in Rome and will start on 1 January 2024. A project-based contract is offered until end of June 2024; if performance is positively assessed, the contract will be further extended.
If you find yourself a fit for this role, we invite you to submit your CV along with a one-page cover letter to email@example.com by 15 December 2023.