Administrative Assistant (Finance)

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO works in over 130 countries worldwide, employing thousands of staff members dedicated to achieving food security for all. The organization aims to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems, contributing to the 2030 Agenda for Sustainable Development. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, ensuring that no one is left behind in the quest for better production, better nutrition, a better environment, and a better life. The Regional Office for Latin America and the Caribbean (RLC) plays a crucial role in leading FAO's response to regional priorities for food security, agriculture, and rural development, ensuring a multidisciplinary approach to programs and fostering regional partnerships.

Job Overview:
The Administrative Assistant (Finance) is responsible for coordinating and performing a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the office. This role is vital for maintaining quality and consistency in the flow of office work and information within the work unit. The incumbent will report to the Finance Officer and receive guidance from the Finance Associate, operating independently while making decisions on work priorities and exercising initiative in handling cases without precedents. The position requires close collaboration with colleagues across the division and region, as well as with central units and external clients, to provide procedural guidance and information. The Administrative Assistant will play a key role in maintaining financial records, monitoring systems, and ensuring compliance with operational expenditures in accordance with approved budgets.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant (Finance) include maintaining financial records and monitoring systems for the office, managing imprest accounts, reconciling expenditures, balances, payments, and statements for day-to-day transactions and reports. The incumbent will manage the Country Office petty cash and monitor project and program accounts assigned to them. They will retrieve, enter, select, and analyze data from various sources, including FAO's corporate systems and databases, ensuring the accuracy of data documents and performing necessary calculations. The role also involves verifying the availability of funds under all programs, ensuring operational expenditures align with approved budgets, and preparing correspondence of an administrative and financial nature. The Administrative Assistant will maintain detailed records of budget estimates, obligations, and available balances, participate in the consolidation of budget proposals, and prepare financial data for budget estimates and financial planning. Additionally, they will provide reports on budgetary performance, maintain local inventory records, monitor the receipt of Government contributions, and liaise with local banks and financial institutions to stay updated on financial and regulatory information. The incumbent will also support the streamlining of procedures and practices, the introduction of new information technologies, and the administration of personnel and equipment, as well as protocol-related issues.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of administrative, accounting, and office management experience. A working knowledge (proficiency - level C) of English is required, along with very good knowledge of MS Office applications, the Internet, and office technology equipment. Additionally, candidates must be nationals of the country of the duty station or possess a valid visa or work permit, residing within commuting distance of the duty station at the time of application.

Educational Background:
The educational background required for this position includes a secondary school education. This foundational education is essential for understanding the administrative and financial tasks that the Administrative Assistant (Finance) will be responsible for, as well as for effective communication and coordination within the office.

Experience:
The position requires a minimum of four years of relevant experience in administrative, accounting, and office management roles. This level of experience is crucial for the incumbent to effectively manage the diverse responsibilities associated with the role, including financial record-keeping, data analysis, and compliance with budgetary requirements.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, while not required, a working knowledge (proficiency - level C) of Spanish is considered an asset, enhancing the candidate's ability to communicate effectively within the regional context.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be nationals of Chile or possess a valid work permit. The role is expected to be full-time, and the incumbent must reside within commuting distance of the duty station. The responsibilities of the Administrative Assistant (Finance) are critical to the timely and efficient delivery of office support services, impacting the overall output of the work unit. Candidates will be assessed against the minimum requirements outlined in the job description.