National Administration and Financial Specialist

Organizational Setting

The Ecosystem Restoration and Sustainable Land Management (ERSLM) project in Tongoa Island is a three-year project funded by the Global Environment Facility (GEF) in partnership with the Food and Agriculture Organization of the United Nations (FAO) and the Vanuatu Government. FAO is the Implementing Agency (IA) and is providing the technical support to the Vanuatu Government in implementing the project. The Ministry of Climate Change Adaptation, Meteorology, GEO-hazards, Environment and Energy, and the Ministry of Agriculture, Livestock, Forestry, Fisheries and Biosecurity are the Executing Agencies and national counterparts for the project. The project will be working closely with other partners within the public and private sectors as well as with members of the Non-Government Organizations (NGOs). The overall goal of the project is to effectively restore degraded landscapes and implement climate-resilient sustainable land management practices in Tongoa Island.

Reporting Lines

Under the overall administrative leadership of the FAO Sub-regional Representative for the Pacific Islands in Samoa and under the direct technical guidance of the Lead Technical Officer (LTO), and under direct supervision and technical management of CTA and the NPC, including close consultations with national counterparts in Government and liaison with the AFAOR Vanuatu, the NAFO will undertake the duties and responsibilities outlined below

Technical Focus

• Provide administrative, operations and finance support to the project to ensure timely implementation of project activities in line with the annual work plan and budget and according to FAO rules and procedures • Provide in-country procurement support (obtaining quotes, contacting vendors, obtaining required documents, customs clearances etc.) • Undertake day-to-day management of the GOE/petty cash budget, including the monitoring of cash availability, budget preparation for GOE/petty cash transfers; • Ensure that relevant receipts and reports on petty cash/operational advances expenditures are obtained, accurately prepared and submitted in accordance with FAO procedures and formats; • Provide support for missions by consultants and FAO staffs; • Assist with the organization (administration / logistics) of project meetings and training activities, as required; • Maintain the projects records and filing (ToRs, BTORs, final reports, PPTs, etc.) • Perform other related duties as required

Tasks and responsibilities

• Support the preparation of the work plan, coordination and operational assistance based on FAO principles, rules and procedures and ensuring the smooth running of project operations, consistent delivery services and continuous assessment and readjustment / improvement of the operating environment. • Ensure the quality of data and documentation in the Field Program Management Information System (FPMIS) for the project; • Day-to-day management of all operational issues concerning GEF projects; monitor activities and ensure the rational use of financial resources; • Follow up on the budget to avoid any overrun between expenditure and budget forecasts; • Examine budget availability and prepare donor fundraising requests. • Support the proper planning and execution of activities within the project deadlines in close collaboration with the project manager (s); • Ensure a good classification of parts and documents of the project; • Prepare and monitor expenditure commitment and payment files as well as contracts to sign with implementing partners; • Establish financial statements and statement of disbursements, reconciliation, etc. ; • Update LOAs and monitor payment schedules; • Organize a monthly budget review session with the CTA’s and NPC’s on the basis of expenditure and planning and shared monthly with the coordinators of GEF FAO. • Ensure that all procedures and policies of the funder, the European Union, including those of FAO relating to administration, human resources management, inventories, accounting, vehicle management and security be applied by all; • Support the Project Coordinator in drafting reports and monitoring program evaluation activities; • Perform any other additional tasks that may be requested. • Manage the archiving of administrative and accounting documents for the project; • Support the organization of events: conferences, workshops and meetings; • Make all administrative arrangements for meetings, workshops, seminars and visits by coordinating transport, accommodation, room reservations and appropriate audiovisual equipment, as required; • Follow the purchase and acquisition files of goods and services; • Organize consultant missions, prepare work team meetings and allow better coordination and synergies; • Coordinate travel arrangements and related matters for project staff • Ensure compliance with procedures on travel advances, financial advances related to service contracts and their timely liquidation in accordance with procedures • Ensure timely provision of personnel inputs, technical support of services, subcontracting, training, equipment / supplies and other needs related to project operations; in particular the follow-up of the process of calls for tenders and memoranda of understanding; • Perform any other task at the request of the supervisor • Ensure proper management and control of assets by recording and updating inventory in a timely manner, performing physical verification checks of project inventory. • Prepare inventory reports, timely transfer of assets to national stakeholders and follow up on required actions with FAO asset manager. • Manage the program’s stocks of office supplies and computer consumables. • Update the inventory of durable goods. • Follow maintenance and cleaning contracts; Track vehicle use and maintenance • Understand local customs and protocols; • Demonstrate ability to work independently and consistently; • Ability to form effective partnerships between national and provincial government and coordinate with NGOs and CSOs; • Experience working and managing landowner and customary issues; • Speak and poses practical understanding of local dialects or languages

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National Vanuatu • Diploma in finance, business management or a related field • Minimum 5 years of experience in project/programme operations and financial management • Experience in donor funded projects/programmes • Strong communication skills in English and Bislama

FAO Core Competencies

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

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/