National Professional Officer (Administration)

Organizational Setting

FAO's work in emergencies focuses on reducing people's vulnerability to hazards before, during and after disasters through risk assessment, risk reduction, preparedness, coordination, emergency response and rehabilitation.

The position is located in the FAO Office in Kyiv, Ukraine.

Reporting Lines

The National Professional Officer (Administration) reports to the Operations Officer/Head of Operations, FAO Office in Ukraine.

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 including personnel; • 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)

Specific Functions

• Supports in coordinating the recruitment process of all categories of staff and non-staff, including the preparation of job profiles and vacancy announcements (VA); communicates with applicants and prepares offers/terms of employment; • Monitors and follows up on the whole recruitment process from VA issuance to assignment closure, including End of Assignment Reports, Quality Assurance Reports and final travel and assignment payments for International staff/consultants; • Supports the briefing and de-briefing of staff, provides information as to staff entitlements and specificities of contracts, human resources policy-related issues as well as social security, insurance and administrative law; • Trains and provides administrative guidance to other human resources support staff in the work unit; • Provides guidance and oversees the process of travel expense claims, including verification of travel performed against entitlement and computation of costs within FAO liability; • Advises other staff in the area of office/administrative management; actively supports the streamlining of procedures and practices and the introduction of new information technologies to the Office. • Reviews and ensures full support on financial issues i.e. receipts of invoice in GRMS (Global Resource Management system), checks necessary supporting documentations and ensures appropriate approvals for processing payments to suppliers, service providers, individual vendors and maintains proper record of documentation; • Analyses, controls and maintains relevant general ledger accounts, including scrutinizing source documents for completeness, accuracy and validity of charges; • Reviews and liquidates obligations; investigates erroneous charges and takes corrective accounting actions; reconciles and reviews suspense accounts and ensures proper clearance procedures; • Extracts details of income, expenditures, assets and liability from the accounting system in order to analyse and verify accuracy and validity; • Investigates and resolves payment inquiries in collaboration with finance staff; prepares payment instructions; • Participate in United Nations Administrative Working Group meetings and acts as focal point for internal/external FAO audits and donor verification missions; • Supports in preparation, finalization and updating Business Continuity Plan (BCP) for FAO Office in Ukraine, updates country information in the system and updates necessary tools i.e. Fraud Prevention Plan and Risk Matrix in consultation with other units; • Monitors office assets management and supports the overall administrative management of office premises, lease agreement, follows up on monthly rental payments for all offices in Ukraine, maintenance and running of office equipment; • Performs other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National Ukraine • 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. • Working knowledge (proficient – level C) of English and of the local language.

Competencies

• Results Focus • Teamwork • 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. • Extent and relevance of experience in the field of office management and administration including supervisory experience. • Extent of knowledge of United Nations (UN) or standard operational rules and procedures and project/programme administrative management procedures. • Extent of knowledge of FAO's corporate systems and database, 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.