Administrative 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:

(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 
(v)    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 is located in the Philippines.

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 5 years of relevant experience in finance, administration, and operations.
•     Working knowledge of English (C) is required.
•     National of the 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

Selection Criteria

•     Based on requirements, competencies and skills