Project Administration and Finance Assistant

Organizational Setting

For more than four decades, the Food and Agriculture Organization of the United Nations has been working with the Government of the Philippines, civil society, community-based organizations and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

Reporting Lines

The Project Administrative and Finance Assistant directly reports to the Social Policy and Programme Coordinator.

Technical Focus

This Project Administrative and Finance Assistant will provide operational and financial support to the ECHO PPP project. He/she contributes to timely and efficient administrative and financial operations.

Tasks and responsibilities

The Project Administrative and Finance Assistant shall perform the following tasks:

• Assist in project administration and maintain up-to-date and accurate monitoring of financial records of all disbursements and receipts related to the OSRO/GLO/113/EC Baby 05, and use these records as basis for preparing quarterly and annual financial reports for submission to ECHO, Government, etc; • Facilitate the recruitment of project staff for OSRO/GLO/113/EC Baby 05, including preparation of Vacancy Announcement (VA) post advertisement, short listing of applicants, preparation of interviews (schedule, interview kits and composition of panel) and preparation of endorsement for approval of the FAOR. Ensure consultation with the concerned Programme Staff and in close coordination with HR; • Facilitate the preparation of travel requests of OSRO/GLO/113/EC Baby 05 project staff, including consolidation, submission to and follow-up with the FAO Representation for approval; • Provide operational support in the conduct of project activities (e.g. workshops, trainings, field missions, meetings); • Provide support to the project team in the updating of the project’s Work and Financial plan and budget revisions as needed; • Monitor project budget on a monthly basis to ensure that actual expenditures and commitments are within the approved financial plan and prevent over/under expenditures. Relatedly, prepare monthly and quarterly budget monitoring report; • Process payments in accordance with prescribed guidelines for disbursement of Outposted Petty Cash (OPC) and Operational Cash Advances (OCA) as may be required; • Updates and maintains electronic and paper filing of relevant administrative and financial information; • Carry out any other relevant duties within his/her technical competence as may be requested by the project team leader of the FAO Representative.

Minimum Requirements

• The candidate must have a university degree in accountancy, business administration, management, or other related discipline relevant to the assignment; • The candidate should have at least four (4) years of experience in providing administrative and financial/logistical support to project implementation at the field level • A national of Philippines with work permit • Working knowledge (level C) of English and Filipino

FAO Core Competencies

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

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams; • Strong analytical skills; • Coordination skills with strong individual planning capacity; • Knowledge of humanitarian principles; • Demonstrated attention to details • General knowledge and skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)