Finance Assistant

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, 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.

Reporting Lines

The Finance Assistant will be under the general supervision of the FAO Representative and the direct supervision of the Administrative Officer and Assistant FAO Representative (Admin) in Yemen, and in close cooperation with FAO Units, the incumbent shall provide support in the formulation and implementation of the field programme at country office level.

Technical Focus

The Finance Assistant performs a large variety of routine administrative and financial duties in support of the control and maintenance of accounts and in the processing of finance/ accounting/ budget-related transactions. The incumbent exercises judgment, identifies errors and supports sound financial practice.

Tasks and responsibilities

• Ensure an efficient collaboration with different sub-units and Finance team members, as well as other departments in FAO Yemen, • In coordination with respective sub-unit focal points within finance department (Payments, LoAs, and CBI/Non CBI), track the Finance activities/transactions, progress and assist in ensuring timely delivery of inputs and outputs; • Assist in tracking, monitoring, and processing financial transactions and disbursements that should be processed by respective FAO finance sub-unit for the timely execution. • Ensure safekeeping of all sensitive information, documents, items, and properties of the organization • Ensure meeting deadlines, commitments made, actions taken and coordination of collection and submission of the outcomes to head of unit; • Support maintaining an accurate, and Up-To-Date administrative control records such as internal finance sub-unit trackers. • Adhere to corporate financial systems, rules and regulations, policies , and practices and to required recording and documentation standards: • Work closely with all Units/Departments involved in the disbursement of different kind of financial transactions including the transactions related to vendors, IPs, Cash Based Interventions Beneficiaries, and financial service providers. • Conduct required financial verification of FAO Implementing partners financial reports and documentation, and ensure the adherence to the internal rules, share findings with related departments, and follow up on completing any missing. • Support finance team in ensuring proper reconcile of expenditures, balances, payments, statements, and other data; • Assist in reviewing, internally recording, and processing the Cash Based Intervention transfer payments, , and ensure it is properly reconciled as per organization’s rules and regulations. • Assist with compile the Disbursement Vouchers with corresponding supporting documentation for submission for certification and approval by signatories, thereafter files approved version of documents; • Follow up on all overdue advances and assist in reviewing creditors reconciliations. • Work with the CBI and operation teams to review the received documents from the FSP to facilitate the reimbursement to the Financial Service Provider • Process claims, invoices, and other payments requests in line with relevant regulations and instructions; • Ensure that all supporting documents and information required to justify payment, including receipts, banking details, etc., are complete before releasing payments; • Settle invoices and claims after verification of supporting documents in close collaboration with the respective Unit/team; • When needed, support team in the preparation of monthly bank reconciliation, follow up on any unreconciled transactions , and ensure timely submission as per agreed internally set up deadlines. • Support reporting needs and any specific audits with data and supporting documents as required; • Perform other related duties and activities as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Finance, Business Administration (or closely related field) • Three years of relevant experience in accounting or finance • Working knowledge of English and Arabic Languages. • National of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange, Oracle, GRMS, or any related software) etc. • Flexibility and willingness to periodically shift support to different teams within finance unit • Good knowledge of financial rules and regulations, accounting policies and practices • Good knowledge of corporate financial systems • Good knowledge of the communication and documentation standards • Experience in handling of web-based management systems. • Good knowledge of the MS Office applications, Internet and office technology equipment.

Selection Criteria

• Relevance of education and professional background; • Ability to plan, organize and coordinate high-level meetings; • Ability to multi-task and prioritize competing tasks; • Excellent communication, writing and presentation skills in English;