Administrative and Finance Assistant

Application deadline date has been passed for this Job.
This job has been Expired

Administrative and Finance Assistant

  • Post Date:March 15, 2021
  • Views 736
0 Applications
  • Career Level Assistant
    Qualification Degree
    Experience 3-5 Years
  • Industry Non Governmental
Job Description

Closure Date: 24/Mar/2021, 12:59:00 AM
Organizational Unit: FRZIM
Job Type: Non-staff opportunities
Type of Requisition: PSA (Personal Services Agreement)
Grade Level: N/A
Primary Location: Zimbabwe-Harare
Duration: 11 months
Post Number: N/A

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

Qualified female applicants and qualified nationals of non-and under-represented member countries are encouraged to apply.

Persons with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidence.

Organizational Setting

FAO’s Subregional Office for Southern Africa is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). It assists the FAO Representations (FAORs) in the subregion with addressing subregional food security, agriculture and rural development issues at country level. The Subregional Office is a subsidiary of FAO’s Regional Office for Africa

Reporting Lines

The Administrative and Finance Assistant reports to the Head of Administration. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

The Administrative and Finance Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Technical Focus

The technical areas/profiles covered will be as follows:

  • Asset Management
  • Financial management & Verification
  • General Administration

Tasks and responsibilities

  • Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash; monitor project and programme accounts for which responsibility as assigned.
  • Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
  • Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
  • Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
  • Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
  • Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets.
  • Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Maintain a filing system of administrative and financial documents.
  • Monitor the receipt of Government contributions and the transfer of ownership of the Organization’s equipment.
  • Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
  • Support the streamlining of procedures and practices and the introduction of new information technologies to the office.
  • Support the administration of personnel and equipment.
  • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • University degree in Accountancy, Economics, Business Administration, Commerce, Law or related discipline
  • Four years of administrative, accounting and office management experience.
  • Very good knowledge of the MS Office applications, Internet and office technology equipment
  • National of Zimbabwe

FAO Core Competencies

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

Technical/Functional Skills

  • Very good knowledge of the communication and documentation standards
  • Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
  • Very good knowledge of the organizational structure

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

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
  • Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
  • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

HOW TO APPLY

Candidates are requested to attach a letter of motivation to the online profile by clicking HERE.

We encourage applicants to submit the application well before the deadline date.

FAO IS A NON-SMOKING ENVIRONMENT