Project Administration 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 contributes to the achievement of the 2030 Agenda through its Strategic Framework, supporting the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. FAO Country Offices provide policy advice and support to countries, ensuring effective operations and management while adhering to international standards of accountability. The organization has been working with the Government of the Philippines and various stakeholders for over four decades to address challenges in agriculture, fisheries, and forestry sectors, focusing on sustainability, productivity, and resilience against natural disasters and climate change.

Job Overview:
The Project Administration and Finance Assistant will play a crucial role in managing and providing comprehensive administrative support for the GCP/GLO/1301/SWE project activities. This position involves assisting in the monitoring of the project budget and maintaining accurate financial records of all disbursements and receipts related to the project. The assistant will work closely with the Project Coordinator to prepare and finalize the project procurement plan and provide operational support for project activities such as trainings, workshops, and input distributions. The role requires coordination with various stakeholders, including government and non-government counterparts, as well as target fisherfolk cooperatives and associations. The assistant will also be responsible for establishing financial monitoring systems, processing payments, maintaining filing systems, and ensuring timely submission of human resource-related employment requirements for project staff. This position is essential for the successful implementation of the project and achieving its objectives related to sustainable small-scale fisheries and food security.

Duties and Responsibilities:
The Project Administration and Finance Assistant will report to the National Project Coordinator and will be responsible for the following tasks:

• Assist in project administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the project, using these records to prepare quarterly and annual financial reports for submission to donors and government entities.
• In coordination with the Project Coordinator, prepare and finalize the project procurement plan.
• Provide operational support in the conduct of project activities, including trainings, workshops, and input distributions, by closely coordinating with relevant government, non-government counterparts, and target fisherfolk cooperatives/associations.
• Facilitate the preparation of purchase requisitions and travel requests for project staff, including consolidation, submission, and follow-up with the FAO Representation for approval.
• Establish offline financial monitoring systems to adequately monitor fund utilization, submitting regular updates to the Manila office for Budget Monitoring Reports.
• Provide guidance and training to new project support staff in utilizing FAO system-based tools that are valuable for project operations management.
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances and Outposted Petty Cash.
• Maintain electronic and paper filing of relevant administrative and financial information.
• Ensure timely submission of human resource-related employment requirements for project staff, including timesheets, contracts, and other related documents. 1
• Prepare and regularly update the project procurement, delivery, and distribution schedule in consultation with the National Project Coordinator. 1
• Prepare procurement documentation and solicit quotations according to FAO procurement procedures. 1
• Compile resulting quotations and submit them for actions by the FAO Administration/Procurement Unit after endorsement by the Project Coordinator. 1
• Establish and maintain an inventory of all project properties, including equipment, furniture, fixtures, and supplies. 1
• Carry out any other relevant duties within technical competence as requested by the FAO Representative.

Required Qualifications:
Candidates must possess a university degree in Administration, Finance, or a related field. Additionally, they should have at least 5 years of relevant experience in project administration or operations. A working knowledge (level C) of English is required, and candidates must be nationals of the Philippines. FAO core competencies include a focus on results, teamwork, communication, building effective relationships, and knowledge sharing and continuous improvement. Technical and functional skills required for this position include the ability to work under pressure and adapt to evolving and complex humanitarian contexts, excellent written and oral communication skills in both English and Tagalog, and general knowledge and skills in the use of standard software such as MS Office (Word, Excel, PowerPoint).

Educational Background:
The educational background required for this position includes a university degree in Administration, Finance, or a related field. Candidates must have obtained their higher educational qualifications from institutions accredited or recognized in the World Higher Education Database (WHED).

Experience:
The level of experience needed for this position is at least 5 years of relevant experience in project administration or operations. This experience should demonstrate the candidate's ability to manage administrative tasks effectively and support project activities in a dynamic environment.

Languages:
The mandatory language for this position is English, with a working knowledge (level C) required. Additionally, proficiency in Tagalog is essential for effective communication within the local context. Knowledge of other languages may be considered an asset but is not mandatory.

Additional Notes:
FAO does not charge a fee at any stage of the recruitment process, including application, interview, and processing. Applications received after the closing date will not be accepted. Candidates should note that appointment will be subject to certification of medical fitness, accreditation, residency or visa requirements, and security clearances. The position may involve full-time work, and candidates should be prepared for the responsibilities outlined in the job description.