Administrative and Finance Specialist

Overview

Provide support to the project team to manage the Agriculture and Land Component, focusing on administrative and financial tasks.

Key Responsibilities

• Carry out administrative processes and implementation, including preparation and assistance to contractual arrangements (Letter of Agreement (LoA), Procurement) etc.,
• Support tender evaluation processes, including coordination of evaluation documentation, and reporting in line with FAO procedures;
• Provide logistical and travel support to the project, including processing local travel requests and ensuring timely submission of Back-to-Office Reports (BTORs) and Travel Expense Claims (TECs);
• Provide guidance and support to the Project Team and field offices on FAO administrative procedures and requirements;
• Support the Project Team in maintaining effective communication, filing systems, and workflow related to administrative activities;
• Manage official correspondence and maintain proper filing and archiving systems;
• Support the organization of workshops, trainings, and meetings (PSC, LOP, participant’s DSA, Budget estimations);
• Maintain project assets and inventory in good condition, ensuring accurate records of custodianship, location, physical verification, and year-end inventory stock-taking, and facilitate timely disposal in line with FAO procedures;
• Support the Project Manager and technical experts in the day-to-day operation;
• Support project public relation activities in coordination with FAO communication staff, including logistical and administrative arrangements for visibility, outreach, and events;
• Support project progress and terminal reporting in terms of financial activities, communications and digital documentations;
• Ensure digital documentation (e-filing) and TEAMS folder throughout the whole project cycle;
• Perform any other duties within the incumbent’s technical competence as may be requested by FAOR, AFAOR and NPM.
• Provide assistance on procedures on financial management by the country representative office
• Propose and monitor project budget expenditure, update and revisions including cash availability, delivery estimates in accordance with the project workplans;
• Support timely delivery of service contracts regarding financial reports and the receipts from service providers;
• Prepare financial statement of expenditures and other project financial reports as required;
• Ensuring accurate records of all relevant data for the operational and financial supervision of assigned project-related purchases;
• Prepare relevant documents for internal and external financial audits;

Required Experience

• A minimum of 5 years of working experience in management, business administration, accounting or a related field
• Experience managing the administration, finances and procurements of large projects
• Experience in the UN system is an asset
• In-depth knowledge of programme and project management is considered a strong asset;

Qualifications

At least bachelor’s degree on undergraduate degree in management, business administration, accounting or a related field and/or professional certification and master’s degree would be an advantage

Other Details