Administrative and Finance Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to achieving food security for all and leading international efforts to defeat hunger. FAO supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems globally. Working in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and capacity development, aligning with the UN Sustainable Development Cooperation Framework. In the Philippines, FAO has partnered with the government and other stakeholders for over four decades to address challenges in the agriculture, fisheries, and forestry sectors.

Job Purpose

The Administrative and Finance Assistant will provide essential administrative, financial, procurement, and logistical support to ensure the efficient and effective implementation of project activities in the Philippines. This role involves assisting with budget monitoring, maintaining accurate financial records, processing payments, managing cash transfers, and overseeing inventory. The position also requires supporting project reporting and closure activities. Furthermore, the Assistant will facilitate coordination among the project team, FAO units, service providers, government counterparts, and partners to ensure the timely delivery of project outputs and objectives.

Responsibilities

Provide comprehensive administrative and financial support to the project, including managing office administration and maintaining accurate financial records of all disbursements and receipts. Monitor project budgets, track expenditures and commitments against allocations, and review project status reports. Maintain electronic and paper filing systems for administrative and financial information and assist in budget revisions. Prepare purchase requisitions, source local suppliers, and facilitate the timely delivery of inputs and supplies. Process payments for low-value procurements and reimbursements, adhering to guidelines for operational cash advances and petty cash. Support the processing of cash transfers, ensuring beneficiary lists are accurate. Facilitate onboarding support for project staff, including system access and travel arrangements. Assist in project closure activities and establish and maintain an inventory of project properties. Perform other relevant duties as requested by the FAO Representative.

Work Experience

Requires a minimum of five years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support roles, specifically within project implementation at the field level. A university degree in Business Administration, Accountancy, or a related discipline is also necessary.

Skills

Proficiency in Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Ability to work under pressure in complex environments and adapt to diverse teams. Excellent writing and report writing skills in English and Filipino. Intermediate computer skills in standard office software (MS Office). Willingness to travel to project sites is required. Working knowledge of relevant local dialects is an advantage.

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