National Project Administration/Finance Assistant, NFI

Organizational Setting

FAO is managing a project called “Strengthening Indonesia’s national forest monitoring systems for climate actions” that works mainly to support the Ministry of Environment and Forestry. The National Project Administration/Finance Assistant provides support to the Project’s operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The National Project Administration/Finance Assistant promotes a client, quality and results-oriented approach.

Reporting Lines

Under the guidance and direct supervision of the National Project Manager (NPM), and overall responsibility to the Assistant FAO-R Administration in Indonesia.

Technical Focus

Programme administration and financial management, including accounting and personnel administration processes according to FAO Guidelines and Manuals.

Tasks and responsibilities

• Ensuring full compliance of administrative activities with FAO rules, regulations, policies and strategies. • Provision of inputs to preparation of administrative team results-oriented workplans. • Facilitate, coordinate, provide documents, disseminate and other necessary implementation to ensure all relevant meetings are organized and attended by appropriate stakeholders; • Managing contacts with visitors and staff, maintaining a contacts list and arrangement of appointments and meetings, taking minutes, acting as an informal translator/interpreter when required. • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions. • Translation of simple correspondence, when needed. • Close coordination with FAO staff for arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents, when needed. • Administrative support to conferences, workshops, retreats. • Collection of information for DSA, travel agencies and other administrative surveys, support to Project relevant activities. • Arrangement of vehicle transportation for the Project, when needed. • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. • Maintenance of the filing system ensuring safekeeping of confidential materials. • Extraction of data from various sources, as requested by the Project’s team. • Follow up on deadlines, commitments made, actions taken and coordination and submission of reports. • Keep all monthly activity data. • Prepare administrative and financial inputs to annual report and other activities reports, as needed. • Support the development of relevant publicity material (brochure/flyer/banner, progress report of project activities, email, website, printed materials, etc.) needed for the Project. • Provide inputs and support to financial and administrative reports on the project to MoEF and other government agencies if required, including periodic and final reporting and asset handover etc. • Assist in procurement of goods and services for implementation of project activities; • Prepare and maintain procurement plan and project asset register and update it as necessary • Prepare inputs and drafts of closure reports including BAST report for the government. • Provide inputs and support to financial and administrative reports on the project to MoEF and other government agencies if required, including periodic and final reporting and asset handover etc. • Assist in procurement of goods and services for implementation of project activities; • Prepare and maintain project procurement plan and asset register and update it as necessary. • Any other tasks assigned by the Project’s team.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in a field related to business or public administration • One year of relevant experience in office management, administration, accounting and/or audit, budget or finance • Working knowledge of the local language and working knowledge of English • National of the country of Indonesia

FAO Core Competencies

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

Technical/Functional Skills

• 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

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.