Organizational Setting 

The main objective of the FAO Representation in the Philippines is to assist the Government to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. 

Reporting Lines

The Administrative Assistant reports to the Assistant FAO Representative for Administration.

Technical Focus

The Administrative Assistant performs a variety of routine administrative and financial duties for the control and maintenance of accounts and in the processing of finance/ accounting/ budget-related transactions. The incumbent exercises judgement, identifies errors and supports sound financial practice. The Administrative Assistant also provides administrative support to programme and project activities. 

Tasks and responsibilities

•    Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects and use these records as basis for preparing financial reports for use by the FAOR, RAP, donor, Government and other partners.
•    Raise invoices in GRMS and take follow up action as needed on invoice validation and check processing
•    In collaboration with the FAO team and on the basis of approved annual work plans and projected future project activities, review and validate proposed budget requests for forthcoming quarters/next financial year;
•    Assist in monitoring project budget in terms of expenditures and commitments against approved allocations; Monitor Project Status Reports and Transaction Listings in iMIS on a weekly basis for quality control and troubleshooting to prevent over, under and incorrect posting of expenditures and flag any budgetary constraints/issues identified
•    Update and maintain electronic and paper filing of relevant administrative and financial information;
•    Assist in preparing and monitoring the Periodic Budget Report (PBR), including validating the delivery estimates of projects
•    Review liquidations of operational cash advances (OCAs) and Letters of Agreement (LOA).
•    Undertake Quality Assurance Review (QAR) for Letters of Agreement
•    Assist in the preparations for project closure
•    Assist in project budget revisions 
•    Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative 
 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University Degree in Accountancy, Business Administration, Management or other related fields.
•    At least three (3) years of relevant experience in finance, administration, and operations.
•    Working knowledge (Level C) of English. 
•    National of Philippines or resident of the country with valid work permit.
 

 
FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Good knowledge of financial rules and regulations, accounting policies and practices
•    Good knowledge of corporate financial systems
•    Good knowledge of the communication and documentation standards
•    Good knowledge of the MS Office applications, Internet and office technology equipment
•    Good knowledge of FAO's financial policies and procedures