Administrative Assistant (Finance)

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) aims to achieve the 2030 Agenda through its Strategic Framework, supporting the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. The Regional Office for Latin America and the Caribbean (RLC) in Santiago, Chile, leads FAO's regional response to food security, agriculture, and rural development priorities. It ensures a multidisciplinary approach, identifies regional action areas, and oversees FAO's strategic response in collaboration with Headquarters.

Job Purpose

The Administrative Assistant (Finance) is responsible for coordinating and executing a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the office. This role is crucial for maintaining the quality and consistency of workflow and information within the unit. The incumbent reports to the Finance Officer, receiving guidance from the Finance Associate, and operates with a degree of independence, making decisions on work priorities and demonstrating initiative in handling unprecedented situations. The position also involves providing guidance and advice to other office support staff, fostering effective collaboration.

Responsibilities

Maintain and monitor office financial records and systems, including imprest accounts and petty cash. Reconcile expenditures, balances, payments, and statements for daily transactions and reports. Monitor assigned project and programme accounts. Retrieve, enter, select, and analyze data from various sources, including FAO's corporate systems, verifying accuracy and performing calculations. Verify fund availability for all programmes, ensuring expenditures align with approved budgets and that all committing documents are complete and consistent. Prepare administrative and financial correspondence, including drafting responses to queries and requests for additional information. Maintain detailed records of budget estimates, obligations, and available balances, assisting in budget proposal consolidation and financial planning. Prepare reports on budgetary performance for office and project accounts, highlighting any variations. Maintain local inventory records, ensuring proper recording, maintenance, and safeguarding of assets. Manage a filing system for administrative and financial documents. Monitor the receipt of government contributions and the transfer of equipment ownership. Liaise with local banks and financial institutions to stay updated on financial and regulatory information. Support the streamlining of procedures and the adoption of new information technologies. Assist with personnel and equipment administration and protocol-related matters.

Work Experience

Four years of experience in administrative, accounting, and office management is required. Experience with integrated ERP systems like Oracle and in finance-related support activities of medium complexity is desirable. A working knowledge of Spanish is considered an asset.

Skills

Proficiency in processing and approving various transactions, ensuring adherence to audit requirements for document retention, rules, accuracy, and completeness. Strong organizational and multitasking abilities. Excellent communication and interpersonal skills. Ability to work independently and as part of a team. Familiarity with financial record-keeping and reporting. Competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement.

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