National Project Personnel (Operations & Administration) - Seychelles

Organizational Setting

The post is typically located in a Decentralized Mahe, Seychelles

The headquarters of the Ministry of Fisheries and Agriculture, based on the second floor, Maison Collet, Victoria, Mahé will host the Operational and Administrative Assistant by providing one office and associated facilities, but excluding secretarial facilities.

Reporting Lines

The Operational & Administrative Assistant reports to one or more FAO Professional Staff, and receives guidance from an Administrative Assistant/Associate;

The National Correspondent of the FAO in the Seychelles, based at the same location, will provide guidance to the Operational and Administrative Assistant on all matters relevant to the Assistant’s ToR

He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

The Operational & Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Technical Focus

The National Project Personnel (Operations & Administration) performs a large variety of routine operational and administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Tasks and responsibilities

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in a field related to the management of natural resources, business or public administration;
• Three years of experience in operational, administrative and office support work;
• Working knowledge (Level C) of the FAO official language used for communication within the country (English) and limited knowledge (Level B of French;
• National of Seychelles

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of the communication and documentation standards
• Good knowledge of corporate computerized financial / travel / Human Resources systems and administrative procedures and policies
• Good knowledge of the organizational structure
• Good knowledge of the MS Office applications, Internet and office technology equipment;
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format;

Additional Desirable Criteria

• Advanced university degree in a field related to the management of natural resources, business or public administration;
• About five years of working experience in either public or private sector;
• IT skills in simple accounting and financial management;
• Certificate in the management human resources and office administration