Administrative Associate

This opening expired 1 year ago. Do not try to apply for this job.

FAO - Food and Agriculture Organization of the United Nations

Open positions at FAO
Logo of FAO

Application deadline 1 year ago: Friday 7 Apr 2023 at 21:59 UTC

Open application form

Organizational Setting

The main objective in the FAO country offices, which are headed by an FAO Representative (FAOR), 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 located in the FAO Representation in Kinshasa, the Democratic Republic of the Congo.

Main Purpose

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.

Supervision Received/Exercised

The Administrative Associate reports to the Assistant FAOR (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.

Working Relationships

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.

Key Functions/Results

• 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 Regional 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 areas 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 protocol matters (visas, ground passes, parking permits, etc.). • Make administrative arrangements for the Regional Office and perform administrative duties to ensure security and office maintenance. • Coordinate and administrate contracts with external contractors for outsourced services. • Process the payment of contractors' invoices and monitor payments. • Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated. • Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues. • Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated. • 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

Minimum Requirements

Education: Secondary school education. Experience: Five years of progressively responsible administrative, accounting and office management experience. Languages: Working knowledge (proficient – level C) of French and limited knowledge (intermediate – level B) of English. IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

• Results Focus • Team Work • Communication • Building effective relationships • Knowledge Sharing and Continuous Improvement

Technical Skills

• 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.

Added 1 year ago - Updated 1 year ago - Source: fao.org