Project Administration and Finance Assistant

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:

(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.
(free paragraph may be added here as needed)

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

The Project Enhancing equitable, climate-resilient and sustainable SSF through SSF Guidelines implementation (GCP/GLO/1301/SWE) is designed to contribute to the Sustainable Development Goals (SDGs) and FAO’s mandate to achieve a world free from hunger and malnutrition by promoting sustainable small-scale fisheries using the guidance of the Voluntary Guidelines for Securing Sustainable Small-scale Fisheries in the Context of Food Security and Poverty Eradication (the SSF Guidelines). This will include strengthening the resilience of livelihoods and supporting small-scale fishing communities in their role as resource stewards, including a focus on biodiversity conservation and climate change adaptation, and taking a human rights-based approach (HRBA), putting equity and gender equality at its center.

The position is located in Mandaluyong City, Philippines.

Reporting Lines

The Project Administration and Finance Assistant will report to the Assistant FAO Representative (Administration).

Technical Focus

The incumbent will be responsible for managing and providing the full range of administrative tasks in support of the GCP /GLO/1301/SWE project activities and will assist in the monitoring of project budget.

Tasks and responsibilities

The Project Administration and Finance Assistant will report to the National Project Coordinator, and shall perform the following tasks:

• Assist in project administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the project, and use these records as the basis for preparing quarterly and annual financial reports for submission to Donor, Government etc.
• In coordination with the Project Coordinator, prepare and finalize the project procurement plan;
• Provide operational support in the conduct of project activities (e.g. trainings, workshops, and input distributions, among others) by closely coordinating with relevant government, non-government counterparts, and target fisherfolk cooperatives/associations;
• Facilitate the preparation of purchase requisitions, travel requests of project staff, including consolidation, submission to and follow-up with the FAO Representation for approval;
• Establish offline financial monitoring systems (e.g., field expenditure matrices, etc.) to adequately monitor funds utilization, to be submitted regularly to Manila office for updating of Budget Monitoring Reports (BMR);
• Provide guidance and training to new project support staff in utilizing FAO system-based tools (i.e., GRMS, FPMIS, etc.) that will be valuable for project operations management;
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC);
• Maintain electronic and paper filing of relevant administrative and financial information;
• Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs, and other related documents);
• Prepare and regularly update the project procurement, delivery and distribution schedule in consultation with National Project Coordinator;
• Prepare procurement documentations, solicit quotations according to FAO procurement procedures and as may be required;
• Compile the resulting quotations and after endorsement by the Project Coordinator, submit for actions by the FAO /Administration/Procurement Unit;
• Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies); and
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Administration, Finance and other related field.
• At least 5 years of relevant experience in project administration/operations
• Working knowledge (level C) of English
• National of the Philippines

FAO Core Competencies

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

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
• Excellent written and oral communication skills in English and Tagalog
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION