Finance and Administrative Specialist

Organizational Setting

The main aim of the FAO country offices is to assist governments to help develop policies, programmes and projects in the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner in order to achieve food security and reduce hunger and malnutrition. The EU-funded Programme entitled “Support to Rural Entrepreneurship, Investment and Trade in Papua New Guinea” (EU-STREIT PNG) is implemented by the Food and Agriculture Organization of the United Nations (FAO) as the United Nations Joint Programme (UNJP), in collaboration with the Government of Papua New Guinea (PNG) and other partner agencies such as ILO, UNCDF, UNDP and ITU. The programme aims to promote sustainable agriculture and rural development, with a particular emphasis on improving the living conditions of rural communities, with a great emphasis on gender equality and youth inclusion.

The position will be based in the FAO Office in Wewak, PNG.

Reporting Lines

Under the direct supervision of the Programme Coordinator of EU-STREIT Programme and overall guidance of FAO Papua New Guinea, Country Head and in close consultation with the International Operations Officer, the International Finance and Administrative Specialist will contribute to the administration and financial management, including but not limited to contact management and compliance, accounting and personnel administration of the EU-STREIT Programme.

Technical Focus

Perform all administration and financial management tasks, including but not limited to accounting, payments supervision and processing, contracts management & compliance, premises upkeep and assets, personnel and Human Resources administration.

Tasks and responsibilities

• Effective and efficient provision of administrative support to the programme and project activities of the EU-STREIT. • Supervise, oversee and/or contribute to the delivery of financial reporting, general accounting, project accounting, and/or investment activities/services in accordance with FAO policies and regulatory framework; • Lead planning, coordinating and implementing administrative and financial activities for the EU-STREIT programme; • Analyze financial information for inclusion in statutory reports, management reports, financial statements, and/or reports to donors as well as other specific reports for FAO, the EU and other stakeholders; • Project Financial and Management Accounting System: Ensure that accounting records are kept up to date, are reliable and are maintained according to FAO accounting practices; • Prepare and ensure field budget authorization and financial statement as per FAO and Donor requirements; • Monitor cash flow and ensures the correct account reflection in FAO financial records. • Internal Controls: ensure that FAO policies and procedures are followed, the control system is effective, and the accounting system is reliable; • Financial Reporting and Performance Monitoring: Consolidate project information based on reports received from the UN Agencies and other IPs on a monthly basis, and prepare periodic financial statements and project progress reports; • Manage all payments to suppliers in accordance to support documentation and invoices; • Disbursements from the project fund: ensure that withdrawals from the project are made only to meet expenses in connections with the project as they are actually incurred; • Manage all financial records, administrative correspondence and tracking systems of the office; monitors and advises on the financial status of the programme; • Ensure the maintenance of up-to-date financial records, including the preparation of bank and other reconciliation statements and supervises and conducts the year/biennium end closure (if needed) of accounts; • Support to certification of financial reports submitted to EU in close collaboration of International Operations Officer and FAO-HQ: follow the usual FAO practices for the timing of the reports and audit; and • Act as Certifying Officer for payments and monitors all cash-advances and petty-cash payments, verifies supporting documentation for payment, ensures that financial commitments and expenditures are accurate and consistent with established guidelines; • Develop and follows up on the implementation of standard operating procedures related to admin and finance; and ensures consistency in the application of FAO rules and procedures; • Oversee all logistics, administrative and HR arrangements related to the implementation of the programme; • Organize and support the programme on all human resources matters, develop and manage the employment/human resources archive for all NSHR employees of EU-STREIT; • Manage, supervise and coordinate VA announcements, recruitments and contract issuance as well as ensures the timely contract renewal, rehire and extension of required personnel under EU-STREIT Programme; • Train and supervise staff and field programme personnel on all administrative and financial matters in line with the Organization’s regulations, policies and procedures; • Coordinates the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO's corporate administrative systems and data bases; • Manage the maintenance of premises and ensures that required office upkeep requirements are in place. • Streamline and supervise assets and inventory management. • Lead the implementation of streamlining of administrative procedures and liaises with other UN Offices if required; • Ensure the compliance with the Organization's security guidelines (Minimum Operational Security Standards- MOSS); • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in business administration, finance, accounting or related fields; • Five years of relevant experience in the fields of administration, procurement, finance and human resources management; • Working knowledge (level C) of English.

FAO Core Competencies

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

Technical and Functional Skills

• Work experience in more than one location, particularly in field is desirable. • Relevant experience in financial management, administration, human resources management and planning is required. • Previous working experience with other UN agencies with similar functions is highly desirable.