Administration and Finance Assistant

Organizational Setting

Under the 'One FAO and No Silo' vision introduced by the Director-General, the FAO India office has a Project Support Unit (PSU) in the Project Office in New Delhi. The PSU's primary goal is to enhance efficiency, learn from past experiences in project operations and administration, eliminate silos in project management, and promote teamwork across projects, all as part of a progressive decentralization process. Currently, the PSU is responsible for managing eight FAO projects. The scope of the PSU is anticipated to expand with the addition of projects. Consequently, the responsibilities of the PSU are expected to increase accordingly.

Reporting Lines

Under the overall supervision of the FAO Representative in India and AFAOR, and direct reporting to the Head of PSU, the Administration and Finance Assistant will assist in all Administration, Operations and Finance tasks of the FAO projects managed by PSU.

Technical Focus

Expertise in Administration, Operations and knowledge of Accounting and Finance.

Tasks and responsibilities

• Handle routine operations and administration related correspondence.
• Assist in preparation of project budgets for the projects handled by PSU.
• Assist the Head of the PSU in accounting.
• Assist Admin and HR Specialist in handling HR related functions for the projects managed by PSU.
• Assist in maintaining office registry and archives of all incoming and outgoing correspondence both soft and hard copies, as needed.
• Ensure availability of office supplies
• Assist in appropriate maintenance of the office building, premises, housekeeping, security, project office equipment and maintain inventory of equipment/ other procurements (both online and in physical form).
• Assist in the procurement process of goods/services as required during the implementation of the project activities.
• Handle administrative and operational tasks related to organizing of meetings, workshops for the projects managed by PSU.
• Assist in handling mission travel arrangements, documentation, approvals. Ensuring MTOR approvals, security clearances, and BTOR clearances are obtained, coordination for booking of tickets, handling boarding/lodgings, other travel related tasks and processing of travel claims for the project’s staff/consultants.
• Maintain and manage UN vehicle booking calendar on behalf of project office, coordinate with the driver/s to undertake the staff bookings and assist project staff in vehicle/cab booking requirements for official meetings, as needed.
• Draft minutes of meetings, as needed.
• Process regular payments for the project office following requisite approvals.
• Handle any other assigned task.
• Assist FAO country office, as needed.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in Accounting, Finance, Public or Business Administration, or related field
• One year of relevant experience in the field of Administration/Operations/Finance
• Good communication, reporting and presentation skills in English (both written and spoken)

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Power Point).
• Very good typing skills.
• Ability to organize work systematically, set priorities and meet deadlines.
• Ability to structure and convey information in an appropriate and timely format, and ensuring accuracy and consistency
• Ability to work in multi-disciplinary and multi-cultural teams and handle stress.
• Good computer skills (Word, Excel, Power point, Project planning tools, etc.)

ADDITIONAL INFORMATION