Project Administrative 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 Assistant FAO Representative for Administration.

Technical Focus

The work under the project falls within FAO’s global mandate to defeat hunger and achieve food and nutrition security. Through the project interventions, a more cohesive approach on food availability and nutrition, increased crop productivity, and improvement on the availability of community services will promote social cohesion and peace and stability in the target communities. While the primary FAO strategic objective that the project directly contributes to is Better Life, the project interventions also promote the remaining strategic objectives, Better Production, Better Nutrition, and a Better Environment.

The Project aims to sustain the increase in productivity of rice and corn farming communities in Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) to avoid local food insecurity and rural unemployment due to the rippled effect of the ongoing Russia - Ukraine war. The Project’s expected outcome is “increased productivity and income of small-holder rice and corn farmers through the provision of inorganic fertilizers and training on soil testing and efficient use of fertilizers”. Moreover, it will contribute to BARMM’s ongoing programs and plans, such as the updated Bangsamoro Development Plan and BARMM Food Security and Nutrition Roadmap, and will complement the ongoing initiatives peace and development initiatives of the Government of Japan in BARMM.

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 financial records of all disbursements and receipts related to the project, and use these records as the basis for preparing quarterly and annual financial reports for submission to Donor, Government etc. • In coordination with the Project Coordinator, prepare and finalize the project procurement plan during inception phase; • Provide operational support in the conduct of project activities (e.g. trainings, workshops, and input distributions, among others) by closely coordinating with relevant government, non-government counterparts, and target farmer’s cooperatives/associations; • Facilitate the preparation of purchase requisitions, travel requests of project staff, including consolidation, submission to and follow-up with the FAO Representation for approval; • Establish offline financial monitoring systems (e.g., field expenditure matrices, etc.) to adequately monitor funds utilization, to be submitted regularly to Manila office for updating of Budget Monitoring Reports (BMR); • Provide guidance and training to new project support staff in utilizing FAO system-based tools (i.e., GRMS, FPMIS, etc.) that will be valuable for project operations management; • Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC); • Maintain electronic and paper filing of relevant administrative and financial information; • Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs and other related documents); • Prepare and regularly update the project procurement, delivery and distribution schedule in consultation with Project Coordinator; • Prepare procurement documentations, solicit quotations according to FAO procurement procedures and as may be required; • Compile the resulting quotations and after endorsement by the Project Coordinator, submit for actions by the FAO /Administration/Procurement Unit; • Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies); and • Carry out any other relevant duties within his/her technical competence as may be requested by 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 three (3) years of experience in providing administrative and financial/logistical support to project implementation at the field level; and • A national of Philippines. • 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; • Excellent written and oral communication skills in English and Tagalog; and • General knowledge and skills in the use of standard office software, such as MS Office (Word, Excel, Power Point).

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
• 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.