Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country' level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices:

(i)    advocate, inform and support policies and investments in the areas of FAO's mandate.
(ii)    provide technical assistance and deliver core services.
(iii)    assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation.
(iv)        position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(iv)    ensure risk-smart and accountable operations and management.

The position is located in the FAO Representation in Dushanbe, Tajikistan.

Reporting Lines

The Assistant FAO Representative (Administration) reports to the FAO Representative.

Technical Focus

Programme administration and financial management, including accounting and personnel administration.

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.
•     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 compliance with the Organization's security guidelines (Minimum Operational Security Standards - MOSS).

Specific Functions

•     Provides support and advice to the FAO Representative in the areas of administration, finance, budgetary control
   and office management.
•     Analyses and maintains an overview of the work of the office to ensure that timely administrative support is
   provided in general and specialized areas.
•     Prepares detailed schedules, performs administrative and personnel functions, including recruitment, orientation,
   training and supervision of support personnel.
•     Maintains all financial records and monitoring systems of the office and assists with monitoring various
   accounts; supervises and/or maintains imprest accounts; ensures that operational expenditures are in accordance
   with approved budgets and that all committing documents are complete and consistent, and reports variations 
   from budgets.
•     Briefs FAO personnel in administrative and personnel matters; liaise with offices of host Government, Regional
   Offices, Sub-regional offices and technical and administrative divisions at Headquarters in this respect.
•     Assists with organizing and/or retrieving, entering, selecting and analysing data from a wide variety of sources,
   including FAO's corporate systems.
•     Prepares financial and administrative correspondence for the office, including the processing of payments in
   accordance with established rules; maintains a filing system; and ensures that an appropriate paper trail with key
   documentation is archived.
•     Establishes detailed requirements for office equipment and arranges its procurement, inventory and control.
•     Assists with the preparation of recurring reports on programme, project and office accounts; provides support in
   the preparation of reports for budget planning, audits and other related requests.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     National of the country of assignment.
•     Advanced university degree (Master’s degree or equivalent) in a field related to business or public administration.
•     Three years of relevant experience in office management, administration, accounting and/or audit, budget or finance.
•     Working knowledge (proficiency - level C) of English and Tajik.

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 databases, 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.