Administrative Assistant (Finance)

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Administrative Assistant (Finance)

  • Post Date:April 10, 2021
  • Views 836
0 Applications
  • Career Level Assistant
    Qualification Diploma
    Experience 3-5 Years
  • Industry Non Governmental
Job Description

Closure Date: 27/Apr/2021, 11:59:00 PM
Organizational Unit: SFS
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-5
Primary Location: Zimbabwe-Harare
Duration: Fixed term: one year with possibility of extension
Post Number: 1073540
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

 

Organizational Setting

FAO’s Subregional Office for SFS 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). The Subregional Office is a subsidiary of FAO’s Regional Office for SFS.

Main Purpose

The Administrative Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Administrative Assistant reports to the Administrative Officer. 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.

Working Relationships

The Administrative 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.

Key Functions/Results

  • 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 is 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.

Impact Of Work

The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • Education: Secondary School Education
  • Experience: Four years of administrative, accounting and office management experience
  • Languages: Working knowledge (Level C) of English
  • IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

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

Technical 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

DESIRABLE QUALIFICATIONS AND SKILLS

  • Limited knowledge of another FAO language

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

FAO staff are expected to 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, processing)
  • 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/
  • The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
  • Selected candidates need to reside within commuting distance from the FAO office. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.
  • No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
  • Other similar positions may be filled from this vacancy notice
  • For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/

REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm

HOW TO APPLY

  • To apply, CLICK HERE and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. 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. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
    • Incomplete applications will not be considered
    • Only applications received through the recruitment portal will be considered
    • If you need assistance please contact: [email protected]

 

 

FAO IS A NON-SMOKING ENVIRONMENT