FAO recruits 01 National Project Personnel – Administrative assistant
FAO
Luanda, Angola
Humanitaire (ONG, Associations, …), Projet/programme de développement
Job Description – National Project Personnel – Administrative assistant (2301043)
Job Description: 2301043
National Project Personnel – Administrative assistant
Job Posting: 11/Apr/2023
Closure Date: 25/Apr/2023, 11:59:00 PM
Organizational Unit: FRANG
Job Type: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Grade Level: N/A
Primary Location: Angola-Luanda
Duration: 12 months (03 months of probationary period)
Post Number: N/A
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
All selected candidates will undergo rigorous reference and background checks
All applications will be treated with the strictest confidentiality
Organizational Settings
The incumbent will be hired by FAO Angola Representation, under an NPP contract.
The main aim of FAO Country Offices, which are headed by an FAO Representative, is to assist the governments to develop policies, programmers and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
The administrative assistant should work under general supervision of the AFAOR-A and closely with Operations team members.
Technical Focus
Under the general supervision of the FAO Representative in Angola and direct supervision of the FAO Representative Assistant for Administration area (AFAOR-A), the Administrative Assistant will work as the focal point for matters related with Department of Administration. More specifically the incumbent will carry out the following tasks:
Tasks and responsibilities
• Assist in programme administration and responsible for up-to-date maintenance and accurate financial records of all disbursements and receipts under the FAO Representation portfolio:
• Process programme payments and follow up on invoices ensuring that the budget limits, threshold and the rules and regulations are respected
• Reconcile expenditures, balances, payments statements and other day to day transactions including any discrepancies or errors identified by conversing with team members and/or vendors/ service providers
• Assist the procurement process by preparing and submitting PRs, checking the status of existing PRs against issued POs
• Review, prepare and process DVs
• Monitor the project reports (Project status report, financial statement, and Transaction listing) and maintain continuing awareness of accounts balances of the projects under the Angola Programme; ensure all calculations and data entries are correct and process corrective actions in the system
• Reconcile programme cash advances, OPC, Petty Cash through FAO Account and keep outstanding cash advance record and follow up with the team to settle. Review of the cash advance requests, receive, send and obtain all kind of documents/ for budget holder approval/ from project office to country office and country office to project office.
• Prepare detailed cost estimates and participate in budget analysis and annual projections as required; perform routine calculations to produce analyses and reports as requested by the Programme
• Prepare accurate and reliable financial accounts and communication to all relevant parties, including the management and reporting of budgets, LOA and payment status against FAO commitments
• Review and check Local Travel claim following FAO procedures and submit for Budget holder approval
• Follow the management and control of equipment and purchased goods;
• Maintain inventory of cars and office equipment up to date;
• Be responsible for the daily office management and the management of funds, personnel and other Project resources;
• Preparation of monthly financial reports and periodicals according to FAO standards;
• Targeting expenses and inform the national consultant in time for refuelling availability of cash and avoiding disruption in implementation due to lack of funds;
• Ensure that all justifications of expenses are recorded and presented in the right format, exact time, according to FAO rules;
• Perform other tasks related to role
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University Degree in Administration, Finance, Accounting, Economics or a relevant field preferred
• Minimum 4 years’ experience in general project/office operational activities, and operational management
• Angolan nationality
• Proficiency in written and spoken English is required
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Work experience in more than one location or area of work, particularly in field positions is desirable.
• Ability to write briefs and reports
• Ability to work under pressure and meat deadlines
• Previous work experience with UN agencies is preferred
• Strong skills in word processing and spreadsheet software computer are required
• Ability to work efficiently with minimal direct supervision
• Good Communication skills to maintain working relationships with people from different nationality and cultural background
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: Careers@fao.org
Applications received after the closing date will not be accepted
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/
For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
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
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENTPOSTULER