Administration and Finance Support

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices\:

• Advocate, inform and support policies and investments in the areas of FAO’s mandate.
• Provide technical assistance and deliver core services.
• Assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation.
• Position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
• Ensure risk-smart and accountable operations and management.

This position is in FAO Representation to Pakistan, based in Provincial office Peshawar, KP.
The position is on SB 3 SC 6

Reporting Lines

Under the overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative (Administration) and Direct Supervision of Provincial Coordinators the incumbent will carry out the following tasks.

Technical Focus

• Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines.
• Maintain inventories of non-expendable items of furniture, equipment and vehicles.
• Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers.

Tasks and responsibilities

• Conduct administrative support functions in relation to staff, office premises, internet, furniture, equipment, vehicles and transport in accordance with FAO guidelines.
• Work closely with the finance staff to ensure timely processing of documents and participate as necessary in negotiation of lease agreements with vendors and UN partners for premises and vehicles.
• Supervise drivers and janitorial staff
• Maintain inventories of non-expendable items of furniture, equipment and vehicles
• Ensure adequate maintenance of office premises, all equipment security appliances and vehicles
• Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers
• Support the project staff based in the respective province on all accounting, budget or financial / administrative queries.
• Reconcile OPC, ensuring all disbursements are in accordance with FAO rules and procedures.
• Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.
• Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items.
• Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees.
• Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in administration, management, accounting and finance
• Five years of progressively responsible administrative, accounting and office management experience
• Working knowledge of English, Urdu and local languages
• National of Pakistan

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of IT Skills; MS Office applications, and office technology equipment.

Selection Criteria

• Candidates will be assessed against the requirements listed above.

ADDITIONAL INFORMATION