Administration Specialist (Budget, Monitoring and Compliance)

Organizational Setting

The Food And Agriculture Organization of the United Nations (FAO) Subregional Office for the Pacific (SAP) covers Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Republic of Marshall Islands, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. FAO SAP is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional agriculture, food, nutrition and rural development priorities. FAO SAP develops and maintains relations with subregion-wide institutions including the Council of Regional Organizations in the Pacific (CROP). The Subregional Office is a subsidiary of FAO’s Regional Office for Asia and the Pacific (RAP) in Bangkok.

Reporting Lines

The Administration Specialist (Budget, Monitoring and Compliance) will work under the overall supervision of the FAO Subregional Coordinator, and direct supervision of the Administration Officer for the Subregional Office for the Pacific Islands

Tasks and responsibilities

• Advise, organize and support the office on financial and administrative matters;

• Assist in the development of work methods, procedures and systems by reviewing a variety of personnel, budget, and financial documents to ensure that they conform to relevant regulations, policies and procedures;

• Prepare, analyse and evaluate information from financial records and provides data relevant to operational improvement;

• Contribute to the establishment and monitoring of the Office Performance Indicators (Finance, Advances, Procurement, LOAs, Travels, etc.);

• Assist in the development of the Administrative work program and budget and participate in monitoring budget/work program with respect to budget performance;

• Provide support in the areas of accounting, finance and budgetary control; Provides budget codes for expenditures to be raised in GRMS; Ensures expenditures are being charged to the correct budget codes;

• Maintain financial records and monitoring systems and assists with monitoring of various accounts; maintains imprest accounts; ensures that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent; and reports variations from budgets;

• Update Consolidate and monitor the travel plan for FAO SAP in line with FAO rules and procedures;

• Lead the implementation of streamlining of administrative procedures and liaises with other United Nations (UN) Offices for common practices; Supports the Admin Officer in her role as chair of the UN Operations Management Team (OMT) for Samoa.

• Assist in the administrative backstopping of projects and contributes to the development of project proposals;

• Contribute to the implementation and monitor of Internal Control activities; Provide advice on budget and compliance matters to colleagues in HR, Procurement, Travel and Finance, while also overseeing respective internal admin procedures to minimize the chance of risks and errors;

• Participate in the development of training tools and materials and the organization of workshops/seminars etc. organization of conferences, seminars and meetings;

• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in finance, economics, mathematics, business administration or related area
• 3 years of relevant experience in budget management, monitoring and compliance, including overseeing internal administrative procedures (e.g. Procurement, Human Resources, Travel, Finance)
• Experience in using MS Excel is required and must be able to compile, manipulate and summarize bid amount of data.
• Working knowledge of English.

FAO Core Competencies

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