Admin & Finance Assistant

Location: Quetta
Company Name: FAO

1902096

Admin & Finance Assistant

Job Posting: 29/Aug/2019

Closure Date: 12/Sep/2019, 4:59:00 PM

Organizational Unit: FAPAK

Job Type: Non-staff opportunities

Type of Requisition: NPP (National Project Personnel)

Grade Level: N/A

Primary Location: Pakistan-Quetta

Duration: 10 months

Post Number: N/A

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 order to best serve FAO Members in all regions.

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational Setting

The position is based in FAO Project office in Quetta, Pakistan. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments 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

Under the overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative and under direct supervision of Project Officer, the Admin Assistant will carry out the following tasks:

Technical Focus

• Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines
• Support the management in office administration / management.
• Support in financial management
• Financial Management System complying with FAO requirements set and maintained.
• Support the management and administration of financial records and monitoring systems for the office

Tasks and responsibilities

• Review and checking Payments/Invoices requests from project offices in accordance with FAO rules and procedures.
• Verification of documentation for processing of payments ensuring correctness and completeness of requirements for input to the system including propriety of charge codes, validity of contracts, leases or agreements, etc
• Data entry of invoices in GRMS
• Organise appropriate filling system, maintain records and files in accordance with FAO standard filling system.
• Assist in handling day to day operational activities.
• Support the Unit’s staff on all accounting, budget or financial queries.
• Monitor vendor and operational advances and other receivables and ensure timely clearance of outstanding items, taking corrective follow up actions where required, ensure that all Operational advances are reconciled periodically.
• Respond to both normal and unpredictable operational needs, in accordance with FAO rules and procedures;
• Maintain contacts and liaise with relevant stakeholders, project colleagues as needed;
• Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines.
• Maintain inventories of non-expendable items of furniture, equipment and vehicles
• Maintain record and facilitate in financial procedures as per FAO guidelines
• Ensure adequate maintenance of office premises, all equipment, security appliances and vehicles.
• Ensure correct maintenance of vehicle log books and records of fuel and repair or maintenance by all drivers.
• Provide general office support services to help ensure the smooth functioning of offices.
• Review, record, route and/or process mail or other documents; gather pertinent background material; track and monitor follow-up action as required.
• Arrange to keep a track of all incoming and outgoing correspondence including pouch/mail and ensure follow-up actions.
• Supervise janitorial staff.
• Timely processing of utility bills.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Administration or related field
• Three years of progressively responsible administrative and office management experience
• Good working knowledge of English and ability to work in multi-disciplinary and multi-cultural teams is essential.
• National of Pakistan

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Remain open to change and ability to manage complexity.
• Ability to work and act under pressure and with discretion in multicultural environment.
• Demonstrate capacity to plan, prioritize and deliver tasks on time to meet goals in a high pressure environment.
• Maturity and confidence in dealing with high ranking official of government institutions, international institutions and non- government institutions.
• Understanding of the purpose and functions of technical programmes, operational guidelines and programme/project management procedures, preferably those adopted by the United Nations or FAO would be considered
• Working experience with UN and/or international organizations will be an asset;

Selection Criteria

Candidates will be assessed against the requirements listed above.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
• 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 additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
  

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

HOW TO APPLY

Candidates are requested to attach a letter of motivation to the online profile.
We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT