Assistant FAO Representative (Administration)

Organizational Setting

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

FAO works in more than 130 countries worldwide, including Vietnam where the Organization has operated since 1978. The current Country Programming Framework (CPF) for the period of 2022-2026 has four priority areas:1) One Health; 2) Climate change response, environment, and natural resources management; 3) Food safety, sustainable production and consumption, and equitable livelihoods for all; and 4) Governance, gender, and persons with disabilities. The CPF strategic outcomes contribute to specific United Nations Cooperation Framework (CF) outputs, as well as to the FAO's Corporate Programme Priority Areas (PPAs) referred to in the Mid-term Plan 2022-2025, namely BP1: Green Innovation; BE1: Climate change mitigating and adapted agrifood systems; BP2: Blue transformation; BP5: Digital agriculture; BN3: Safe food for everyone; BL2: Inclusive rural transformation. This position is located in the FAO Representation in Hanoi, Vietnam.

Reporting Lines

The Assistant FAO Representative (Administration) reports to the FAO Representative (FAOR).

Technical Focus

Programme administration and financial management, including accounting and personnel administration.

Key Results

Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.

Key Functions

• Provides support in the areas of administration, finance and budgetary control. • Maintains all financial records and monitoring systems of the office and assists with monitoring of various accounts; supervises and/or 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. • Supervises the administrative team, assisting with organizing and/or retrieving, entering, selecting and analysing data from a wide variety of sources, including FAO's corporate systems. • Prepares financial and administrative correspondence for the office, including the processing of payments in accordance with established rules; maintains a filing system; and ensures that an appropriate paper trail with key documentation is archived. • Assists with the preparation of recurring reports on programme, project and office accounts; provides support in the preparation of' reports for budget planning, audits and other related requests; and liaises with local banks and financial institutions. • Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained. • Ensures the compliance with the Organization's security guidelines (Minimum Operational Security Standards ' MOSS).

Specific Functions

• Acts as the Operations Management Team (OMT) member for FAO at OMT meetings and actively contributes to the implementation of the current Business Operations Strategy (BOS) with other UN Agencies in the Country. • Performs any other tasks as assigned by the FAOR.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of the country of assignment. • Advanced university degree in a field related to business or public administration. • One year of relevant experience in office management, administration, accounting and/or audit, budget or finance. • Working knowledge (proficient - level C) of the official communication language used for FAO communication with the country (English). • Working knowledge (proficient - level C) of the local language.

Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work. • Extent and relevance of experience in the field of office management and administration including supervisory experience. • Extent of knowledge of UN or standard operational rules and procedures and administrative management procedures. • Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.

Assistant FAORs shall be granted fixed-term appointments for such period or periods as the Organization may determine and having an expiration date specified in the letter of appointment or extension. Notwithstanding the foregoing, the total length of service shall not exceed five years. Appointments, including extensions, do not carry any expectation of renewal or of conversion to another type of appointment. However, this does not preclude the incumbents from applying to other positions in the Organization.