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 Assistant FAO Representative for Administration in coordination with AMR Project Coordinator.

Technical Focus

The Emergency Centre for Transboundary Animal Diseases (ECTAD) Country Team is dedicated to working with governments in preventing and controlling emerging infectious and zoonotic diseases by working closely with national and international stakeholders in the animal production and health sector. The tasks envisaged for this assignment are to be carried out through the Emergency Centre for Transboundary Animal Diseases (ECTAD), which is currently implementing a number of projects in the country.

Content generation and packaging (layout and design) for various project and programme information and communication materials and collaterals, including for social media; communications support to conduct of project-, and programme- related events and activities, including online/virtual (i.e., webinars), while ensuring coherence with FAO’s corporate communication policy and operational guidelines for all communication and information outputs.

Tasks and responsibilities

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

• Provide overall administrative support FAO projects being administered at the BAI (GCP/GLO/1092/UK, UNJP/RAS/399/EC, among others); • Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects, and use these records as a basis for preparing financial reports for use by the FAOR, RAP, donor, Government, and other partners; • Assist in monitoring project budget in terms of expenditures and commitments against approved allocations; Monitor Project Status Reports and Transaction Listings in iMIS. In collaboration with the FAO team (FAO RAP ECTAD, FAO Philippines, and GHS Programme/ECTAD Philippines) and on the basis of approved annual work plans and projected future project activities. • Update and maintain electronic and paper filing of relevant administrative and financial information; Assist in the preparation of budget revisions. • Prepare purchase requisitions in consultation with the Project Team, source information for potential local suppliers, facilitate arrangements for inspection and delivery of inputs and supplies, and ensure the timeliness of delivery of all required inputs; • Submit payment requests for very low value procurement, reimbursements. • Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC); • Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs and other related documents); • Provide support in project closure; • Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies); • Prepare and submit an end-of-assignment report in English according to FAO’s guidelines; 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; • 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.