Administration and Finance Support

Organizational Setting

These positions are located in FAO Representation to Pakistan, based in Provincial offices in Tando Jam. 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.

The position is on SB 3 SC 6

Reporting Lines

Under the overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative (Administration) and Direct Supervision of Provincial Coordinators the incumbent 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. • Maintain inventories of non-expendable items of furniture, equipment and vehicles. • Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers.

Tasks and responsibilities

• Conduct administrative support functions in relation to staff, office premises, internet, furniture, equipment, vehicles and transport in accordance with FAO guidelines. • Work closely with the finance staff to ensure timely processing of documents and participate as necessary in negotiation of lease agreements with vendors and UN partners for premises and vehicles. • Supervise drivers and janitorial staff • Maintain inventories of non-expendable items of furniture, equipment and vehicles • Ensure adequate maintenance of office premises, all equipment security appliances and vehicles • Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers • Support the project staff based in the respective province on all accounting, budget or financial / administrative queries. • Reconcile OPC, ensuring all disbursements are in accordance with FAO rules and procedures. • Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures. • Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items. • Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees. • Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Masters or equivalent in administration, management, accounting and finance; • Five years of progressively responsible administrative, accounting and office management experience. • Good knowledge of IT Skills; MS Office applications, and office technology equipment. • Working knowledge of English, Urdu and local languages. • National of Pakistan.

FAO Core Competencies

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

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)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.