Assistant FAO Representative (Administration)

Reporting Lines

The Assistant FAO Representative (Administration) reports to the FAO Representative but working with independence and initiative and applying knowledge of local socio-economic conditions, language and institutions, the incumbent will perform a range of normative, operational and programming tasks in support of the activities of the FAO Representation in the areas of finance, forestry, HR and general administration /operations activities.

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

• Liaises and assists government authorities and local, national and international institutions in the areas of FAO's activities in the country and with other UN agencies. He/she may represent FAO at interagency meetings as required.
• Promotes the image of FAO through advocacy of the Organization's mandate, programmes, national priorities and activities including development and maintenance of communication tools such as website, press releases and publications, and supports the implementation of FAO's regulatory framework (Codex Alimentarius, Code of Conduct for Responsible Fisheries, Safe Use of Pesticides, etc.) in the country.
• Coordinates the collection, consolidation and maintenance of country data on food, crops, livestock, forestry and fisheries, including information on external aid in FAO's corporate systems, and monitors changes in national policies affecting the agricultural sector.
• Participates in producing technical, economic and policy studies as required and developing country level development frameworks, such as the Country Programming Framework (CPF) and the United Nations Sustainable Development Cooperation Framework (UNSDCF).
• Participates in the identification, formulation and preparation of programme and project proposals; monitors and reviews the status of programme/project implementation to ensure that all operational activities are carried out in line with the work plan and the project document; identifies inconsistencies and delays and, when necessary, proposes corrective measures to overcome operational constraints.
• Briefs, trains and supervises lower grade level programme staff regarding all aspects of the job; ensures adherence to procedures and work requirements as well as accuracy and diligence of the work provided.
• Performs other duties as required.

Specific Functions

• Advises, organizes and supports the office on financial and administrative matters.
• Reviews accounts and ensures proper payment authorization including the preparation of appropriate expenditure documents.
• Manages and supervises the administrative team.
• Manages all financial records, administrative correspondence and tracking systems of the office; monitors and advises on the financial status of projects and programmes.
• Ensures the maintenance of up-to-date financial records, including the preparation of bank and other reconciliation statements and supervises and conducts the year/biennium end closure of accounts.
• Coordinates the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO's corporate administrative systems and databases.
• Administers, controls, and disburses funds within the approved budgetary allocation in accordance with established rules and regulations and within the delegated authority.
• Prepares and reviews ad hoc reports on programme, project and office accounts; coordinates and provides special reports for periodic budget preparation and audits; and liaises with local banks and financial institutions.
• Liaises with host Government for the maintenance of premises and ensures that all procurements and custom clearances for programmes, projects and the office are properly requested and obtained.
• Leads the implementation of streamlining of administrative procedures and liaises with other UN Offices for common practices.
• Ensures the compliance with the Organization's security guidelines (Minimum Operational Security Standards- MOSS).

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of the country of assignment.
• Advanced university degree in a field related to business or public administration.
• Five years of relevant experience in office management, administration, accounting and/or audit, budget or finance.
• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another FAO Official language (French, Spanish, Arabic, Chinese, and Russian).

Competencies

• Results Focus
• Team Work
• 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 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.

Assistant FAO Representatives shall be granted fixed-term appointments for such period or periods as the Organization may determine and having an expiration date specified in the letter of appointment or extension. Notwithstanding the foregoing, the total length of service shall not exceed five years. Appointments, including extensions, do not carry any expectation of renewal or of conversion to another type of appointment. However, this does not preclude the incumbents from applying to other positions in the Organization.

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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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GENERAL INFORMATION

• AFAORs shall be granted fixed-term appointments for such period or periods as the Organization may determine and having an expiration date specified in the letter of appointment or extension. Notwithstanding the foregoing, the total length of service shall not exceed five years. Appointments, including extensions, do not carry any expectation of renewal or of conversion to another type of appointment. However, this does not preclude the incumbents from applying to other positions in the Organization

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 
• Staff members in this category are recruited locally and paid according to a local salary scale. Salary scales are reviewed periodically on the basis of comprehensive surveys of the best prevailing conditions of employment in the locality.
• FAO reserves the right not to make an appointment
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CONDITIONS OF SERVICE

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:

FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce. FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes:
• elements of family-friendly policies
• flexible working arrangements
• standards of conduct

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