Administrative Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The main objective of the FAO Representation in the Philippines is to assist the Government to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

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 three (3) years of relevant experience in finance, administration, and operations.
• Working knowledge (Level C) of English.
• National of 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

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website\: http\://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT