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 contributes to the achievement of the 2030 Agenda through its Strategic Framework, which supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. FAO Country Offices provide policy advice and support to countries, facilitating partnerships and resources to deliver technical assistance and develop capacities while adhering to international standards of accountability.

Job Overview:
The Administrative and Finance Assistant position is crucial for ensuring the efficient implementation of project activities in accordance with FAO rules and procedures. The role involves providing comprehensive administrative, financial, procurement, and logistical support. The assistant will be responsible for budget monitoring, financial record-keeping, payment processing, and inventory management. This position requires close collaboration with various stakeholders, including the project team, FAO units, service providers, and government counterparts, to facilitate timely delivery of project outputs. The assistant will also play a key role in preparing administrative and financial inputs for reporting and project closure, ensuring that all activities align with the organization's mission and objectives.

Duties and Responsibilities:
The Administrative and Finance Assistant will have a wide range of duties and responsibilities, including:

• Providing overall administrative and financial support to the project.
• Assisting in office administration and maintaining accurate financial records of all disbursements and receipts related to the Representation and projects.
• Monitoring the project budget and tracking expenditures against approved allocations.
• Reviewing Project Status Reports and Transaction Listings in iMIS in collaboration with the FAO team.
• Updating and maintaining electronic and paper filing of relevant administrative and financial information.
• Preparing purchase requisitions and sourcing information for potential local suppliers.
• Submitting payment requests for low-value procurement and reimbursements.
• Processing payments in accordance with guidelines for disbursement of Operational Cash Advances and Outposted Petty Cash.
• Supporting the processing of cash transfers and ensuring the accuracy of beneficiary lists. 1
• Facilitating onboarding support for project staff. 1
• Maintaining an inventory of all project properties. 1
• Carrying out any other relevant duties as requested by the FAO Representative.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accountancy, or related disciplines. Additionally, they should have at least five years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at the field level. Proficiency in English is essential, and candidates should demonstrate the ability to work under pressure and adapt to complex humanitarian contexts.

Educational Background:
The position requires a university degree in the field of Business Administration, Accountancy, or other related disciplines. Candidates must have their higher educational qualifications obtained from institutions accredited or recognized in the World Higher Education Database (WHED).

Experience:
Candidates should have a minimum of five years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work, particularly in project implementation at the field level. This experience is crucial for understanding the complexities of project operations and ensuring compliance with FAO's standards.

Languages:
Proficiency in English is mandatory, with excellent writing and report writing skills. Knowledge of Filipino is also required, and familiarity with relevant local dialects is considered an advantage. Candidates should demonstrate strong communication skills in both languages.

Additional Notes:
FAO does not charge any fees at any stage of the recruitment process. 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 may involve travel to project sites as required, and the appointment will be subject to security clearances.