Administrative and Finance Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the UN that leads international efforts to defeat hunger. Established in 1945, FAO has a mission to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, contributing to the 2030 Agenda for Sustainable Development. FAO Country Offices provide policy advice and support to countries, facilitating partnerships and delivering technical assistance while adhering to international standards of accountability. In the Philippines, FAO has been collaborating with various stakeholders for over four decades to enhance sustainability in agriculture, fisheries, and forestry sectors, addressing challenges through joint efforts and promoting resilience against natural disasters and climate change.

Job Overview:
The Administrative and Finance Assistant plays a crucial role in supporting the day-to-day activities of the FAO project in Davao City, Philippines. This position involves a wide range of administrative and financial tasks aimed at ensuring the smooth operation of the project. The assistant will report directly to the Assistant FAO Representative (Administration) and will be responsible for maintaining accurate financial records, assisting in budget monitoring, and providing overall administrative support. The role requires a proactive approach to managing project-related financial documentation and ensuring compliance with FAO guidelines. The assistant will also facilitate procurement processes, manage human resource-related documentation, and support project closure activities. This position is essential for the effective implementation of the FAO's initiatives in the region, particularly in promoting inclusive and climate-resilient agriculture and sustainable livelihoods.

Duties and Responsibilities:
The Administrative and Finance Assistant will be responsible for a comprehensive set of duties, including:

• Providing overall administrative support to the project, ensuring efficient office operations.
• Maintaining up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects.
• Assisting in monitoring the project budget, tracking expenditures and commitments against approved allocations, and reviewing Project Status Reports in collaboration with the FAO team.
• Updating and maintaining electronic and paper filing systems for relevant administrative and financial information.
• Preparing purchase requisitions in consultation with the Project Team and facilitating arrangements for the inspection and delivery of inputs and supplies.
• Submitting payment requests for low-value procurement and processing payments in accordance with prescribed guidelines.
• Ensuring timely submission of human resource-related employment requirements for project staff, including timesheets and contracts.
• Supporting project closure activities and maintaining an inventory of all project properties.
• Carrying out any other relevant duties as requested by the FAO Representative.

Required Qualifications:
Candidates must meet the following minimum requirements:

• A university degree in accountancy, business administration, management, or a related discipline relevant to the assignment.
• At least five (5) years of experience in providing administrative and financial/logistical support to project implementation at the field level.
• Must be a national of the Philippines.
• Working knowledge (level C) of English and Filipino is required. Candidates should also demonstrate FAO core competencies, including results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The position requires a university degree in accountancy, business administration, management, or a related discipline. Candidates must have their educational qualifications recognized by institutions accredited in the World Higher Education Database (WHED). This ensures that the educational background aligns with international standards and is acknowledged by the FAO.

Experience:
Candidates should possess at least five (5) years of relevant experience in providing administrative and financial/logistical support to project implementation, particularly at the field level. This experience should demonstrate the ability to manage financial records, assist in budget monitoring, and support project operations effectively.

Languages:
The mandatory languages for this position are English and Filipino, with a working knowledge (level C) required in both languages. Proficiency in these languages is essential for effective communication within the FAO team and with project stakeholders. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
The FAO does not charge any fees at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. Candidates must be medically fit for appointment and meet any residency or visa requirements. The position is based in Davao City, Philippines, and is subject to the FAO's operational guidelines and standards.