Assistant FAO Representative (Administration)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to More efficient, inclusive, resilient and sustainable agri-food systems, for Better production, Better nutrition, Better environment and Better life, leaving no one behind.

FAO Namibia (FRNAM) is a country office working with the government, national stakeholders and international organizations to develop policies, programmes and projects to achieve food security, to develop the agricultural, fisheries and forestry sectors, and to promote the sustainable use of environmental and natural resources.

Reporting Lines

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

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

• Plans, organizes, and coordinates the office's administrative services;

• Provides administrative support in the implementation of FAO collaborative programmes and ensures periodic monitoring of their implementation;

• Plans and implements procedures, norms and systems in compliance with existing policies, for a full range of administration-related processes;

• Manages and supervises the administrative team;

• Reviews and analyses data from a wide variety of sources, including FAO's corporate systems and database;

• Prepares reports, financial and budgetary estimates for projects; plans and organizes the application, control and accounting of approved budgetary allocations by projects and programmes; prepares special reports for budget preparation , audits, and other requests;

• Reviews accounts, processes payments in accordance with established rules and liaises with local banks and financial institutions;

• Oversees the financial and administrative correspondence and filing system of the office;

• 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)

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

• Two years of relevant experience in office management, administration, accounting and/or audit, budget or finance

• Level C of the official communication language used for FAO communication with the country (English, French, Spanish, Arabic, Chinese or Russian)

• Working knowledge of the local language (if not English, French, Spanish, Arabic, Russian or Chinese)

• Limited knowledge ( Level B) of English (if the main communication language is French, Spanish, Arabic, Russian or Chinese)

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, particularly in field positions is desirable

• 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 project/programme administrative management procedures

• Extent of knowledge of FAO's corporate systems and data base, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset

• Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field