Administration and Finance Assistant (3)
Food and Agriculture organization of the United Nations
Terms of Reference
DUTIES AND RESPONSIBILITIES
Under the general supervision of the FAO representative and the Chief Technical Advisor (CTA) “Enhancement of Food Security and Resilient Livelihoods Programme (EFRLP)” and under the direct supervision of the project Field Office Coordinator, the admin/finance assistant is responsible for routine administrative and financial support for the EFRLP program. The incumbent will perform the following specific activities:
- Support the administration and monitoring of personnel and budgets;
- Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases (e.g. the Field Accounting System (FAS), the Country Office Information System (COIN), data warehouse, etc.); verify accuracy of data documents; make necessary calculations;
- Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts;
- Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts;
- Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required;
- Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard;
- Maintain a filing system of administrative and financial documents;
- Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
- Support the administration of personnel and equipment.
- Perform other related duties as required.
- Secondary school education or equivalent commercial school;
- Three years of clerical, administrative or accounting experience;
- Working knowledge English and the local language(s) is required.
- Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
- Systematic, well-structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures;
- a cooperative spirit, flexibility and openness to work in an international environment;
- Ability to establish and maintain effective working relationships with people of different national and cultural background.
- All applications should be sent to firstname.lastname@example.org and the JOB TITLE & LOCATION need to be mentioned in the email subject field.
- This is a Project-based post.
- There will be a 6 months probationary period for the selected candidate.