Regional Administration and Finance Assistant

Organizational Setting

FAO Afghanistan is investing across all 34 provinces, in resilience reinforcing actions that focus on protecting agriculture livelihoods and local ecosystems, boosting local production of nutritious foods and cash-incomes, and safeguarding critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and economy. In 2024-2026, FAO will continue to implement emergency and longer-term, resilience-building projects and programmes in the context of the UN Strategic Framework for Afghanistan (UNSFA) and the Humanitarian Needs and Response Plan. 

Reporting Lines

The incumbent will work under the overall guidance of the FAOR (FAO Representative) in the country. S/he will  work under the direct supervision of the Head of the Regional Office, who will be responsible for all day-to-day operational support and may be required to coordinate with the Assistant FAOR (Administration) or any other person as may be assigned. As and where appropriate, the performance evaluation may be done by the direct supervisor with inputs from the Assistant FAOR (Administration).

Technical Focus

Provide full support to the Regional Office on administration and financial matters, ensuring that activities are implemented quickly and effectively. 

Tasks and responsibilities

Fleet Management:

•    Act as a focal point for administrative and financial matters of the Regional Office in close collaboration with the Regional Coordinator and Assistant FAOR (Administration), ensuring smooth management of day-to-day administration and related financial matters and reporting;
•    Ensure that accounting records are kept up to date, reliable, and are maintained according to FAO accounting practices;
•    Prepare payment requests (fund release orders), ensure all the supporting documents are available and in accordance with FAO rules;
•    Follow up on all admin/finance related matters of the Regional Office and ensure timely management of activities, personnel, assets, inputs, and contacts;
•    Prepare relevant Regional Office expenditure plans, monitor Field Budget Authorizations (FBAs), and ensure that expenditures remain within authorized levels; 
•    Liaise with the FAO Representation in the country with regards to the security clearance of individuals who are traveling inside or out of the country;
•    Manage Outposted Petty Cash and Operational Cash Advance requests including training workshops of projects operating in the region;
•    Maintain a database for keeping track of all kinds of advances issued and follow up on their settlements in accordance with FAO rules and regulations;
•    Liaise closely with the FAO Representation in the country with regard to the procurement of supplies and equipment, assist in custom clearance procedures and maintain inventory records at the project level;
•    Assist in the preparation of work plans and quarterly progress reports related to administrative issues as well as any other documents as required;
•    Provide administrative support to ensure compliance with regulations for the management of the store and office supplies, travel-related matters, travel authorizations, management of personnel & transport, logistics for missions, workshops, seminars, study tours, and other capacity building;
•    Help maintain a record keeping system for projects correspondence, documents, reports, etc., in accordance with established classification system;
•    Collects quotations for the purchase of supplies and equipment as and when required;
•    Liaise closely with the FAO Representation in the country with regards to IT for any technical support;
•    Ensure smooth operation of the computers installed at the Regional Office as well as the smooth functioning of the office by providing required secretarial support to all;
•    Organize appropriate filing system and ensure the maintenance of records and monitoring systems;
•    Perform any other related duties as required. 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree (Bachelor) in business administration, economics, finance, management or closely related areas;
•    At least three (3) years of relevant experience in administrative and financial management and accounting with a financial institution or in an international organization in a financial or Administrative position;
•    Working knowledge (level C) of English and local languages (Pashto and/or Dari);
•    National of Afghanistan.

FAO Core Competencies

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

Technical/Functional Skills

•    Ability to analyze financial/administrative information; 
•    Excellent finance and budgeting skills;
•    Outstanding organizational and administrative skills;
•    Ability to organize and coordinate work; 
•    Experience in managing workshops, meetings, travel, and other logistical matters; 
•    Ability to work harmoniously under pressure with people of different national and cultural backgrounds;
•    Previous work experience with the UN is considered a strong asset;
•    Strong professional command of Microsoft Office, in particular Word and Excel;
•    Experience in handling web-based management systems is desirable.
 

Selection Criteria

•    Familiarity with accepted practice for financial transactions in Afghanistan;

ADDITIONAL INFORMATION