Assistant FAO Representative (Administration)

Job Advertisement

Position Title: Assistant FAO Representative (Administration)
Location: Lilongwe
Country: Malawi
Deadline Date:

Job Details

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 Nations 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. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, and it provides policy advice, technical assistance, and capacity development to countries through its Country Offices.

Job Overview:
The Assistant FAO Representative (Administration) plays a crucial role in the FAO Representation in Lilongwe, Malawi, reporting directly to the FAO Representative. This position focuses on programme administration and financial management, ensuring effective and efficient provision of administrative support to the programme and project activities of the FAO Representation. The role involves maintaining financial records, monitoring accounts, supervising the administrative team, and preparing financial and administrative correspondence. The Assistant FAO Representative will also assist in budget planning, audits, and liaising with local banks and financial institutions, ensuring compliance with the Organization's security guidelines. This position is vital for supporting the FAO CPF in Malawi, which has thematic priorities including agriculture and food systems transformation, sustainable management of natural resources, and resilience building.

Duties and Responsibilities:
The duties and responsibilities of the Assistant FAO Representative (Administration) include:

• Providing support in administration, finance, and budgetary control.
• Maintaining all financial records and monitoring systems of the office, ensuring operational expenditures align with approved budgets.
• Supervising the administrative team and assisting with data management from various sources.
• Preparing financial and administrative correspondence, processing payments, and maintaining a filing system.
• Assisting in the preparation of recurring reports on programme, project, and office accounts.
• Monitoring the receipt of Government contributions and ensuring procurement and custom clearances are obtained.
• Ensuring compliance with the Organization's security guidelines.
• Acting as the Head of the Administrative and Finance Unit of FAO-Malawi and serving as the focal point for the Operational Management Team of the UN Country Team in Malawi.

Required Qualifications:
Candidates must meet the following minimum requirements:

• Be a national of Malawi.
• Hold an advanced university degree in a field related to business or public administration.
• Have at least one year of relevant experience in office management, administration, accounting, and/or audit, budget, or finance.
• Possess a working knowledge (proficiency - level C) of English and Chichewa. Additionally, candidates should demonstrate competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The educational background required for this position includes an advanced university degree in a field related to business or public administration. This advanced degree is essential to ensure that the candidate possesses the necessary theoretical knowledge and practical skills to manage the administrative and financial functions of the FAO Representation effectively.

Experience:
The position requires at least one year of relevant experience in office management, administration, accounting, and/or audit, budget, or finance. Candidates with work experience in multiple locations or areas, particularly in field positions, are preferred. Supervisory experience in office management and administration is also desirable, as it indicates the ability to lead and manage a team effectively.

Languages:
The mandatory languages for this position are English and Chichewa, with a proficiency level of C required. This proficiency ensures effective communication within the organization and with external stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
The Assistant FAO Representatives are granted fixed-term appointments, which may vary in duration as determined by the Organization. The total length of service shall not exceed ten years, and appointments do not carry any expectation of renewal or conversion to another type of appointment. However, incumbents are encouraged to apply for other positions within the Organization as opportunities arise.