Administrative Associate

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, 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.

Reporting Lines

The Administrative Associate reports to the FAO Representative, receives direct supervision of the Assistant FAO Representatives (Administration and Programme) and works in close coordination with the Administrative Section of the FAO Representation. 

Technical Focus

Programme administration and financial management, including accounting, personnel administration and providing general administrative services in full compliance with FAO rules, regulations, policies and strategies.

Tasks and responsibilities

• Support the management and administration of financial records and monitoring systems for the office; monitor project and programme accounts for which responsibility is assigned; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash.
• Provide and coordinate the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO’s corporate systems and databases; verify accuracy of data and 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.
• Independently compose and finalize correspondence of administrative nature; initiate and 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.
• Prepare recurring reports on programme, project and office accounts, report variations from budgets; prepare special reports on budgetary performance.
• Monitor the receipt of Government contributions and the transfer of ownership of the Organization’s equipment.
• Maintain liaison with local banks and financial institutions.
• Advise other staff in the area of office / administrative management; actively support the streamlining of procedures, practices, and the introduction of new information technologies to the office.
• Advise international staff on administrative and financial matters.
• Make administrative arrangements for the Country Office and perform administrative duties to ensure security and office maintenance.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

• Education\: Secondary school education.
• Experience\: Five years of progressively responsible administrative, accounting and office management experience.
• Languages\: Working knowledge (Level C) of English and limited knowledge of another FAO language (Arabic, French, Chinese, Russian or Spanish)  
• IT Skills\: Very good knowledge of the MS Office applications, Internet and office technology equipment
• National of Guyana

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

• Thorough knowledge of the communication and documentation standards
• Thorough knowledge of corporate computerized financial / travel / human resources systems
• Thorough knowledge of organizational structure, administrative procedures and policies, and matters of protocol