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 UN Sustainable Development Cooperation Frameworks. For over four decades, FAO has partnered with the Philippine government and stakeholders to address challenges in agriculture, fisheries, and forestry, focusing on sustainability, modernization, and resilience.
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, adhering strictly to FAO rules and procedures. This role involves assisting with budget monitoring, meticulous financial record-keeping, timely payment processing, and accurate documentation of cash transfers. The assistant will also manage inventory, maintain organized filing systems, and contribute to administrative and financial reporting, including project closure. Furthermore, the position requires supporting coordination efforts with project teams, FAO units, service providers, government counterparts, and partners to facilitate the smooth and timely delivery of project outputs.
Responsibilities
Provide comprehensive administrative and financial support for project operations. Maintain accurate and up-to-date financial records of all disbursements and receipts, utilizing these for financial reporting to FAO management, donors, and government partners. Monitor project budgets, track expenditures and commitments against allocations, and review project status reports in collaboration with the project team. Update and manage electronic and paper filing systems for administrative and financial information, and assist in preparing budget revisions. Prepare purchase requisitions, identify local suppliers, and facilitate the procurement and timely delivery of goods and services. Process payments for low-value procurements and reimbursements, adhering to guidelines for Operational Cash Advances and Outposted Petty Cash. Support the processing of cash transfers, ensuring beneficiary lists are accurate and complete. Facilitate onboarding for project staff, including system access and travel arrangements. Assist in project closure activities and establish and maintain an inventory of all project assets. Perform other relevant duties as assigned by the FAO Representative.
Work Experience
A minimum of five years of progressive experience in administrative, accounting, logistics, travel, and procurement support, specifically within project implementation at the field level.
Skills
Proficiency in English (Level C) is required. Strong skills in office administration, financial record-keeping, and budget monitoring. Experience with procurement processes and payment processing. Ability to manage inventory and maintain organized filing systems. Excellent communication and interpersonal skills. Proficiency in standard office software, including MS Office (Word, Excel, PowerPoint). Willingness to travel to project sites is necessary. Working knowledge of relevant local dialects is an advantage.