Job Description

  Important Notice - Please note that Closure Date and Time displayed above are based on date and time settings of your personal device The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments • FAO is committed to achieving workforce diversity in terms of gender and nationality • People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase • All applications will be treated with the strictest confidentiality • The incumbent may be re-assigned to different activities and/or Duty Stations depending on the evolving needs of the Organization Organizational Setting FAO’s Subregional Office for SFE is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, Agriculture and rural development priorities. It develops and maintains relations with the African Union, subregion-wide institutions including Regional Economic Integration Organizations (RIEOs) and the UNECA. SFE is a subsidiary of the FAO Regional Office for Africa. The Subregional Office is co-located with the FAOR Country Office for Ethiopia (FRETH) and the Administrative Support Services Unit (ASS) serves both SFE and FRETH.

Reporting Lines The NPO (Administration/Finance) reports to the Senior Administrative Officer who has oversight of ASS and is responsible for the Coordination of all administrative support services for both the FAO offices co-located in Addis Ababa.

Technical Focus Financial Management including accounting and Asset Management.

Key Results Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.

Key Functions • Plans, organizes, and coordinates the office's administrative services; • Provides administrative support in the implementation of FAO collaborative programmes and ensures periodic monitoring of their implementation; • Plans and implements procedures, norms and systems in compliance with existing policies, for a full range of administration-related processes including personnel; • Manages and supervises the administrative team; • Reviews and analyses data from a wide variety of sources, including FAO's corporate systems and database • Prepares reports, financial and budgetary estimates for projects; plans and organizes the application, control and accounting of approved budgetary allocations by projects and programmes; prepares special reports for budget preparation , audits, and other requests; • Reviews accounts, processes payments in accordance with established rules and liaises with local banks and Financial Institutions • Oversees the financial and administrative correspondence and filing system of the office; • Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained • Ensures the compliance with the Organization's security guidelines (Minimum Operational Security Standards ' MOSS) Specific Functions Reviews accounts and ensures proper payment authorization including the preparation of appropriate expenditure documents; • Reviews and certifies cheque payments, bank transfer and instruction letters, payroll payments for staff and Non- Staff Human Resources (NSHR); Checks and verifies accuracy and completeness of supporting documents for payments; Reviews and certifies prepayments and advances and the timely settlement of same; • Ensures the maintenance of up-to-date financial records, including the preparation of bank and other reconciliation statements and supervises and conducts the year/biennium end closure of accounts; • Administers controls, and disburses funds within the approved budgetary allocation following established rules and regulations and within the delegated authority; • Analyzes and investigate technical problems, rejections and queries relating to recoveries, payments, rates etc. to verify correctness and alignment of records including adjustments and settlements of outstanding items in corporate systems; • Reviews Segregation of Duties under Procure to Pay cycle and coordinates with the office’s administrative services; • Reviews and certifies VAT reimbursement requests from Revenue Authority; • Updates Financial Risk Assessment for Ethiopia and assists in the implementation of Financial Risk Management tools; • Ensures Physical Verification of Assets for SFE and FAO Ethiopia is done accurately in a timely manner; • Participates in the relevant UN Operations Management Team (OMT) Working Groups(i.e Finance Working Group) to ensure timely and quality implementation of the Business Operations Strategy (BOS) (BOS 2.0 – 202- 2025) for Ethiopia; • Act as FAO Focal point for financial inputs and updates in the Business Operations Strategy (BOS 2.0 – 202- 2025) for Ethiopia.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Minimum Requirements • National of the Ethiopia • Advanced university degree in business or public administration and/or finance • Two years of relevant experience related to business or public administration or financial management • Working knowledge (Level C) of English • Working knowledge of the local language (if not English, French, Spanish, Arabic, Russian or Chinese) Competencies • Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement Technical/Functional Skills • Work experience in more than one location or area of work, particularly in field positions is desirable; • Extent and relevance of experience in the field of office management and administration including supervisory experience; • Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures; • Extent of knowledge of FAO's corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset; • Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.

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