The main objective of FAO's country offices, which are headed by an FAO Representative, is to assist governments in developing policies, programmes and projects aimed at achieving food security and reducing hunger and malnutrition, to help develop agriculture, fisheries and forestry, and to use their environmental and natural resources in a sustainable manner.
The Administrative Associate leads and coordinates the office- and management support functions of the Office. He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work. The job role requires in-depth knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to managers and staff in the division/ department or location.
The Administrative Associate reports to the Assistant FAO Representative (Administration).
Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.
The incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization. Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.
Support the management and administration of financial records and monitoring systems for the office; monitor project and programme accounts for which responsibility is assigned; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash.
Provide and coordinate the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data and documents; make necessary calculations.
Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
Independently compose and finalize correspondence of administrative nature; initiate and draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
Prepare recurring reports on programme, project and office accounts, report variations from budgets; prepare special reports on budgetary performance.
Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.
Maintain liaison with local banks and financial institutions.
Advise other staff in the area of office / administrative management; actively support the streamlining of procedures and practices and the introduction of new information technologies to the office.
Advise international staff on administrative and financial matters.
Make administrative arrangements for the Country Office and perform administrative duties to ensure security and office maintenance.
Perform other related duties as required.
Impact Of Work
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Five years of progressively responsible administrative, accounting and office management experience
Languages: Working knowledge (level C) of French and limited Knowledge (level B) of English
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Thorough knowledge of the communication and documentation standards
Thorough knowledge of corporate computerized financial / travel / human resources systems
Thorough knowledge of organizational structure, administrative procedures and policies, and matters of protocol
Desirable Qualifications and Skills
Very good knowledge of the corporate structure
Experience in Procurement and Human resources management