Administrative Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative (FAOR) , is to assist governments to develop policies, programmes, 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.

The level of the position is SC5.

Reporting Lines

The Administrative Assistant works under the overall supervision of the FAO Representative in Eswatini (FAOR) and direct supervision of Assistant FAO Representative – Programmes (AFAOR-P). 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.

Technical Focus

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 office.

Tasks and responsibilities

The incumbent will perform the following duties:
• 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

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Accountancy, Finance, Economics, Business Administration or related field.
• At least two (2) years of administrative, accounting and office management experience
• Working knowledge (level C) of English.
• National of Eswatini

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
• Excellent communication skills, including ability to write concise technical reports in English
• EVery good knowledge of Ms Office, internet, and office technology equipment

ADDITIONAL INFORMATION