Project 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:

(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.

Since 2021, Region VIII has been a pilot area for the CERF Anticipatory Action (AA) mechanism, with FAO leading early action interventions in Catanduanes and other high-risk provinces. These efforts have shown that timely, coordinated anticipatory measures can significantly reduce disaster impacts and protect livelihoods.

Building on these lessons, FAO will continue supporting Eastern Samar, Northern Samar, Cagayan, and Catanduanes under the Typhoon Uwan AA initiative, combining multi-purpose cash assistance, asset protection grants, and agro-climatic advisories. This layered approach aims to strengthen community preparedness, safeguard livelihoods, and advance the institutionalization of AA within local DRRM systems

Reporting Lines

The Project Administrative and Finance Assistant will report to the Assistant FAO Representative (Administration).

Technical Focus

The incumbent will be responsible for managing and providing the full range of administrative tasks in support of the OSRO/PHI/089/CHA project activities and will assist in the monitoring of project budget.

Tasks and responsibilities

• Provide overall administrative support to OSRO/PHI/089/CHA

• 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);

• Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs and other related documents);

• 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 Administration, Finance and other related fields

• At least 5 years professional and practical experience in project administration/operations

• 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

• Work experience in more than one location or area of work, particularly in DRR and CCA is an advantage;

• Experience in humanitarian contexts is desired.

ADDITIONAL INFORMATION