Administrative and Finance Assistant

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 is a specialized agency of the UN that leads international efforts to defeat hunger. 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:

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

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

The position will be assigned in Madaluyong City, with field missions within Isabela Province and Cagayan Province.

Reporting Lines

The Administrative and Finance Assistant will be under the direct supervision of the Assistant FAO Representative (Administration) in the Philippines and in close collaboration with the Project Team Coordinator, Programme Management Specialist (PMU) and Community Resilience and Emergency Response Adviser.

Technical Focus

The Administrative and Finance Assistant will provide administrative, financial, procurement, and logistical support to ensure the efficient implementation of project activities in accordance with FAO rules and procedures. He/she will assist in budget monitoring, financial record-keeping, payment processing, cash transfer documentation, inventory management, filing, and preparation of administrative and financial inputs for reporting and project closure. The role will also support coordination with the project team, FAO units, service providers, government counterparts, and partners to facilitate timely delivery of project outputs.

Tasks and responsibilities

• Provide overall administrative and financial support to the project.
• 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 a basis for preparing financial reports for use by the FAOR, RAP, donor, Government, and other partners;
• Assist in monitoring the project budget, tracking expenditures and commitments against approved allocations. Review Project Status Reports and Transaction Listings in iMIS, in collaboration with the FAO team, based on approved annual work plans and projected future project activities.
• Update and maintain electronic and paper filing of relevant administrative and financial information; assist in the preparation of budget revisions.
• Prepare purchase requisitions in consultation with the Project Team, source information for potential local suppliers, facilitate arrangements for inspection and delivery of inputs and supplies, and ensure the timeliness of delivery of all required inputs;
• Submit payment requests for very low value procurement, reimbursements.
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC);
• Provide support in the processing of cash transfer, ensuring list of beneficiaries is complete and accurate according to the project criteria and selection.
• Provide and facilitate on-boarding support for project staff (access to corporate systems, processing of travels and entitlements for deployment, and other onboarding-related concerns)
• Provide support in project closure;
• Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies);
• 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 the field of Business Administration, Accountancy or other related disciplines.
• At least five (5) years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at field level.
• Full proficiency / working knowledge (level C) of English
• National of the Philippines

FAO Core Competencies

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

Technical/Functional Skills

·    Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
·    Excellent writing, and report writing skills in English and Filipino.
·    Willingness to travel to project sites as required.
·    Working knowledge of relevant local dialects is an advantage
·    Excellent written and oral communication skills in English and Filipino.
·    Intermediate computer skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION