Admin & Finance Associate

This position is located in FAO Representation to Pakistan, based in Karachi. 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

Under the overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative (Administration) and Direct Supervision of Provincial International Program Coordinator, the Administrative Associate will carry out the following tasks.

Technical Focus

• Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines.
• Maintain inventories of non-expendable items of furniture, equipment and vehicles.
• Ensure correct maintenance of vehicle log books and records of fuel and repair or maintenance by all drivers.

• Conduct administrative support functions in relation to staff, office premises, internet, furniture, equipment, vehicles and transport in accordance with FAO guidelines, in relation to Karachi and associated district project offices in Sindh.
• Work and coordinate closely with the provincial program team (including technical, managerial and district staff) to ensure timely and well administrated missions, meetings, events etc.
• Work closely with the finance staff to ensure timely processing of documents and participate as necessary in negotiation of lease agreements with vendors and UN partners for premises and vehicles.
• Supervise drivers and janitorial staff
• Maintain inventories of non-expendable items of furniture, equipment and vehicles
• Ensure adequate maintenance of office premises, all equipment security appliances and vehicles
• Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers
• Provide general office support services to help ensure the smooth functioning of offices including necessary bookings and reservations as required
• Support the staff of projects based in Sindh province on all accounting, budget or financial / administrative queries.
• Reconcile Petty Cash, ensuring all disbursements are in accordance with FAO rules and procedures.
• Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.
• Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items.
• Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees.
• Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system.
• Manage the fleet of FAO vehicles and agreements with car rental companies. Ensure maintenance of vehicle log book and records for fuel and repair/maintenance by all drivers. Assign vehicles for visiting international staff.

• Masters or equivalent in administration, management, accounting and finance;
• Five years of progressively responsible administrative, accounting and office management experience.
• Good knowledge of IT Skills; MS Office applications, and office technology equipment.
• Working knowledge of English, Urdu and local languages in Sindh.
• National of Pakistan.

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

• Candidates will be assessed against the requirements listed above.