Assistant FAO Representative (Administration)

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments

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• 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
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

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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.

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
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\:(I advocate, inform and support policies and investments in the areas of FAO's mandate.(ii) provide technical assistance and deliver core services.(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation.(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation and(v) ensure risk-smart and accountable operations and management. FAO's assistance in Kyrgyzstan is shaped by the 202 -2027 FAO Country Programming Framework (CPF), which is centred on three strategic priority areas\:
• Strategic Priority 1\: Support national efforts to respond to people's needs by ensuring equitable access to quality social services, including education, health, social protection and decent work, through effective policies and appropriate financing mechanisms, with the participation of all parties.
• Strategic Priority 2\: Support national efforts to promote prosperity and resilience for all citizens through inclusive and equitable green socioeconomic development.
• Strategic Priority 3\: Support national efforts to promote inclusive and gender-transformative approaches to climate action, disaster risk management and environmental protection to conserve natural resources and leverage ecosystem benefits for sustainable human development.

The position is located in the FAO Representation in Bishkek, Kyrgyzstan.

Reporting Lines

The Assistant FAO Representative (Administration) reports to the FAO Representative.

Technical Focus

Programme administration and financial management, including accounting and personnel administration.

Key Results

Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.

Key Functions

• Plans, organizes and coordinates the office's administrative services.
• Provides administrative support in the implementation of FAO collaborative programmes and ensures periodic monitoring of their implementation.
• Plans and implements procedures, norms and systems in compliance with existing policies, for a full range of administration-related processes.
• Manages and supervises the administrative team.
• Reviews and analyses data from a wide variety of sources, including FAO's corporate systems and database.
• Prepares reports, financial and budgetary estimates for projects; plans and organizes the application, control and accounting of approved budgetary allocations by projects and programmes; prepares special reports for budget preparation, audits and other requests.
• Reviews accounts, processes payments in accordance with established rules and liaises with local banks and financial institutions.
• Oversees the financial and administrative correspondence and filing system of the office.
• Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained; ensures compliance with the Organization's security guidelines (Minimum Operational Security Standards - MOSS).

Specific Functions

• Oversees financial record-keeping, monitoring systems, and imprest account management.
• Ensures operational expenditures strictly adhere to approved budgets by verifying the completeness and consistency of commitment documents and proactively reporting any variances.
• Leads financial and administrative operations, ensuring regulatory compliance in payment processing and maintaining appropriate documentation systems to support organizational accountability.
• Prepares recurring financial reports for programs, projects, and budget planning, while liaising with local banks and financial institutions.
• Develops Standard Operational Procedures and internal CO guides for administrative and financial matters according to corporate rules and regulations.
• Provides strategic input for the FAO Representative's annual reports and takes a lead role in preparing comprehnsive reports on administrative and financial matters.
• Consolidates and maintains updates to HR, travel, and procurement plans in cooperation with administrative and programme teams.
• Ensures proper maintenance of office premises, equipment, and supplies, and manages office inventory and the procurement of goods and services in line with organizational policies.
• Supports internal communication and dissemination of organizational policies and updates, and ensures adherence to organizational policies, procedures, and standards.
• Identifies and suggests mitigation actions on administrative risks.
• Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained.
• Contributes to UN Efficiency Agenda, including adopting Business Operations Strategy in the country office and expanding participation in shared initiatives to improve efficiency and cost-effectiveness in its support services.
• Participates in Operational Management Team meetings and advocates for FAO and management interests at these meetings.
• Ensures coordination of activities related to Organizational Resilience Management System (ORMS).
• Ensures compliance with FAO's Data Protection Policy by securely managing sensitive information, controlling access, and training staff on confidentiality and responsible data handling.
• Reports any data risks or breaches and supports regular reviews to uphold data protection standards.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of Kyrgyzstan
• Advanced university degree (Master’s degree or equivalent) in a field related to business or public administration.
• Three years of relevant experience in office management, administration, accounting and/or audit, budget or finance.
• Working knowledge (proficiency - level C) of English, Russian and of the local language (Kyrgyz).

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.
• Extent and relevance of experience in the field of office management and administration including supervisory experience.
• Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures.
• Extent of knowledge of FAO's corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
• Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.

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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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GENERAL INFORMATION

• AFAORs shall be granted fixed-term appointments for such period or periods as the Organization may determine and having an expiration date specified in the letter of appointment or extension. Notwithstanding the foregoing, the total length of service shall not exceed ten years. Appointments, including extensions, do not carry any expectation of renewal or of conversion to another type of appointment. However, this does not preclude the incumbents from applying to other positions in the Organization

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
• Staff members in this category are recruited locally and paid according to a local salary scale. Salary scales are reviewed periodically on the basis of comprehensive surveys of the best prevailing conditions of employment in the locality.
• FAO reserves the right not to make an appointment
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CONDITIONS OF SERVICE

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link\: https\://commonsystem.org/cp/default.asp

FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce. FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes\:
• elements of family-friendly policies
• flexible working arrangements
• standards of conduct

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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
• 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/. These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• 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\: https\://fao.service-now.com/csp

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