Project Administration 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. Working in over 130 countries, FAO supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. For over four decades, FAO has partnered with the Philippine government and local stakeholders to address challenges in agriculture, fisheries, and forestry, focusing on sustainability, modernization, and resilience to natural disasters and climate change.

Job Purpose

The Project Administration and Finance Assistant will provide comprehensive administrative support for the "Enhancing equitable, climate-resilient and sustainable SSF through SSF Guidelines implementation" project (GCP/GLO/1301/SWE). This role is crucial for ensuring the smooth execution of project activities by managing administrative tasks and assisting in the meticulous monitoring of the project budget. The incumbent will be responsible for maintaining accurate financial records, facilitating procurement processes, and supporting the operational aspects of project implementation to contribute to FAO's mandate of achieving a world free from hunger and malnutrition.

Responsibilities

The Project Administration and Finance Assistant will manage project administration and maintain accurate financial records of all disbursements and receipts, preparing quarterly and annual financial reports. Responsibilities include coordinating the preparation and finalization of the project procurement plan, providing operational support for project activities like trainings and workshops by liaising with government and non-government counterparts, and facilitating the preparation and follow-up of purchase requisitions and travel requests. The role involves establishing offline financial monitoring systems to track fund utilization, processing payments according to guidelines, and maintaining electronic and paper filing systems for administrative and financial information. Additionally, the assistant will ensure timely submission of HR-related requirements for project staff, prepare and update procurement and distribution schedules, compile quotations for procurement actions, and maintain an inventory of project properties. The position also includes providing guidance to new support staff on FAO systems and performing other relevant duties as requested.

Work Experience

A minimum of 5 years of relevant experience in project administration and operations is necessary. This experience should complement the required educational background and language proficiency.

Skills

Essential skills include results focus, teamwork, communication, building effective relationships, and knowledge sharing. The candidate must demonstrate the ability to work under pressure, adapt to complex contexts, and collaborate within diverse teams. Excellent written and oral communication skills in English and Tagalog are required, along with proficiency in standard software such as MS Office (Word, Excel, PowerPoint).

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