Project Administrative and Finance Support

Organizational Setting

For more than four decades, the Food and Agriculture Organization of the United Nations has been working with the Government of the Philippines, civil society, community-based organizations 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, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

Reporting Lines

The Project Administrative and Finance Assistant directly reports to the Assistant FAO Representative (Programme).

Technical Focus

FAO in the Philippines has joined the humanitarian community in responding to the needs of those severely affected in the aftermath of Typhoon Rai (local name: Odette) which damaged agriculture and fishing livelihoods in Mindanao and Visayas.

FAO is committed to support relevant government agencies in responding to restoring the livelihoods for farmers and fisherfolk. Based on FAO’s rapid assessment report “Damages and needs assessment of families affected by Super Typhoon Rai (“Odette”) in selected provinces of Region VIII and Region XIII”, which is consistent with the UN Humanitarian Country Team Humanitarian Needs and Priorities, FAO will employ a combination of response interventions to meet the immediate and medium term needs of affected farmer and fisherfolk, particularly in restoring their major sources of livelihood through the provision of agricultural and fishery inputs, and capacity building on climate-resilient agriculture technologies, and use of climate information system and early warning system. Relatedly, the affected coconut farmers and fisherfolk need alternative sources of livelihood and income to avoid dependence on food aid.

Tasks and responsibilities

The Project Administrative and Finance Assistant shall perform the following tasks:

1. 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.
2. Provide operational support in the conduct of project activities (e.g., symposiums, trainings, and input distributions, among others) by closely coordinating with relevant government, non-government counterparts, and target community-based organizations;
3. In consultation with the Project Coordinator, prepare and finalize the project Procurement Plan during inception phase;
4. Based on the approved Procurement Plan, raise purchase requisitions in GRMS and prepare/regularly update the project procurement, delivery and distribution schedule in consultation with Project Coordinator;
5. Facilitate the preparation of travel requests of project staff, including consolidation, submission to and follow-up with the FAO Representation for approval;
6. 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;
7. Process payments in accordance with prescribed guidelines for disbursement of Outposted Petty Cash (OPC) and Operational Cash Advances (OCA) as may be required;
8. Maintain electronic and paper filing of relevant administrative and financial information;
9. Ensure timely submission of HR requirements for project staff (timesheets, contracts, medical certificates, QARs));
10. Prepare procurement documentations, solicit quotations according to FAO procurement procedures, as may be required;
12. Establish and maintain an inventory of all project assets (equipment, furniture, fixtures, attractive items) including supplies; and
13. Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

Minimum Requirements

• The candidate must have a university degree in accountancy, business administration, management, or other related discipline relevant to the assignment;
• The candidate should have at least three (3) years of experience in providing administrative and financial/logistical support to project implementation at the field level; and
• A national of Philippines.
• Working knowledge (level C) of English and Filipino

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;
• Strong analytical skills;
• Coordination skills with strong individual planning capacity;
• Knowledge of humanitarian principles;
• Demonstrated attention to detail;
• General knowledge and skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION