Administrative Assistant (Finance)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to More efficient, inclusive, resilient and sustainable agri-food systems, for Better production, Better nutrition, a Better environment and a Better life, leaving no one behind.

FAO's Subregional Office for the Caribbean (SLC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture, and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for Latin America and the Caribbean (RLC), in Santiago, Chile. SLC is located in Barbados and is responsible for 13 countries of the Subregion. SLC houses the FAO Country Office for Barbados and 6 OECS (Organization of the Eastern Caribbean States) countries (Antigua and Barbuda, Commonwealth of Dominica, Grenada, St Lucia, St Kitts and Nevis and St Vincent and the Grenadines).

The position is located in the Subregional Office for the Caribbean (SLC), Bridgetown, Barbados.

Main Purpose

The Administrative Assistant (Finance) performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Administrative Assistant reports to the International and/or National Administration Officers, under the overall supervision of the Subregional Coordinator. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Administrative Assistant (Finance) usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and data bases; verify accuracy of data documents; make necessary calculations.

• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.

• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.

• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.

• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.

• Maintain a filing system of administrative and financial documents.

• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).

• Support the administration of personnel and equipment.

• 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.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education

Experience: Three years of experience in administrative and office support work.

Languages: Working knowledge (proficient - level C) of English

IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Competencies

• Results Focus

• Team Work

• Communication

• Building effective relationships

• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of the communication and documentation standards

• Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

• Good knowledge of the organizational structure

Desirable Qualifications And Skills

• Good knowledge of MS Excel
• Limited knowledge (intermediate - level B) of Spanish

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview