Administrative Assistant - Finance

Organizational Setting

The main aim of FAO Country Offices, which are headed by an FAO Representative (FAOR), is to assist the governments to develop policies, programmers 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

The administrative assistant should work under general supervision of the FAO Representative Assistant for Administration area (AFAOR-A) and closely with Operations team members

Technical Focus

Under the general supervision of the FAO Representative in Angola (FAOR) and direct supervision of AFAOR-A, the Administrative Assistant will work as the focal point for matters related with recruitment of staff in the Department of Administration. More specifically the incumbent will carry out the following tasks:

Tasks and responsibilities

• Assist in programme administration and responsible for up-to-date maintenance and accurate financial records of all disbursements and receipts under the FAO Representation portfolio: • Process programme payments and follow up on invoices ensuring that the budget limits, threshold and the rules and regulations are respected • Reconcile expenditures, balances, payments statements and other day to day transactions including any discrepancies or errors identified by conversing with team members and/or vendors/ service providers • Assist the procurement process by preparing and submitting PRs, checking the status of existing PRs against issued POs • Review, prepare and process DVs • Monitor the project reports (Project status report, financial statement, and Transaction listing) and maintain continuing awareness of accounts balances of the projects under the Angola Programme; ensure all calculations and data entries are correct and process corrective actions in the system • Reconcile programme cash advances, OPC, Petty Cash through FAO Account and keep outstanding cash advance record and follow up with the team to settle. Review of the cash advance requests, receive, send and obtain all kind of documents/ for budget holder approval/ from project office to country office and country office to project office. • Prepare detailed cost estimates and participate in budget analysis and annual projections as required; perform routine calculations to produce analyses and reports as requested by the Programme • Prepare accurate and reliable financial accounts and communication to all relevant parties, including the management and reporting of budgets, LOA and payment status against FAO commitments • Review and check Local Travel claim following FAO procedures and submit for Budget holder approval • Follow the management and control of equipment and purchased goods; • Maintain inventory of cars and office equipment up to date; • Be responsible for the daily office management and the management of funds, personnel and other Project resources; • Preparation of monthly financial reports and periodicals according to FAO standards; • Targeting expenses and inform the national consultant in time for refuelling availability of cash and avoiding disruption in implementation due to lack of funds; • Ensure that all justifications of expenses are recorded and presented in the right format, exact time, according to FAO rules; • Perform other tasks related to role

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Administration, Finance, Accounting, Economics or a relevant field preferred • Minimum 4 years’ experience in general project/office operational activities, and operational management • National of Angola • Working knowledge of the country´s official language (Portuguese) and English or French is required.

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable. • Ability to write briefs and reports • Ability to work under pressure and meat deadlines • Previous work experience with UN agencies is preferred • Strong skills in word processing and spreadsheet software computer are required • Ability to work efficiently with minimal direct supervision • Good Communication skills to maintain working relationships with people from different nationality and cultural background

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.