Administrative Assistant

Job Posting Administrative Assistant Closure Date : 22/Oct/2025, 9:59:00 PM Organizational Unit : FAPHI - FAO Representation in The Philippines Job Type : Non-staff opportunities Type of Requisition : PSA (Personal Services Agreement) Grade Level : N/A Primary Location : Philippines Duration : 3 months probationary period with possibility of extension Post Number : N/A IMPORTANT NOTICE : Please note that Closure Date and Time displayed above are based on date and time settings of your personal device FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO members in all regions. FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture Qualified female applicants, qualified nationals of non- and under-represented Members and persons with disabilities are encouraged to apply Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination All selected candidates will undergo rigorous reference and background checks All applications will be treated with the strictest confidentiality FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization 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: advocate, inform and support policies and investments in the areas of FAO’s mandate; provide technical assistance and deliver core services; assist and catalyze partnership and resource mobilization activities to support agrifood systems transformation; position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; ensure risk-smart and accountable operations and management. 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 position is located in the Philippines. Reporting Lines The Administrative Assistant reports to the Assistant FAO Representative for Administration. Technical Focus The Administrative Assistant performs a variety of routine administrative and financial duties for the control and maintenance of accounts and in the processing of finance/accounting/budget-related transactions. The incumbent exercises judgement, identifies errors and supports sound financial practice. The Administrative Assistant also provides administrative support to programme and project activities. Tasks and Responsibilities • Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects and use these records as basis for preparing financial reports for use by the FAOR, RAP, donor, Government and other partners. • Raise invoices in GRMS and take follow up action as needed on invoice validation and check processing. • In collaboration with the FAO team and on the basis of approved annual work plans and projected future project activities, review and validate proposed budget requests for forthcoming quarters/next financial year; • Assist in monitoring project budget in terms of expenditures and commitments against approved allocations; Monitor Project Status Reports and Transaction Listings in iMIS on a weekly basis for quality control and troubleshooting to prevent over, under and incorrect posting of expenditures and flag any budgetary constraints/issues identified • Update and maintain electronic and paper filing of relevant administrative and financial information; • Assist in preparing and monitoring the Periodic Budget Report (PBR), including validating the delivery estimates of projects • Review liquidations of operational cash advances (OCAs) and Letters of Agreement (LOA). • Undertake Quality Assurance Review (QAR) for Letters of Agreement. • Assist in the preparations for project closure. • Assist in project budget revisions. • Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative Candidates will be Assessed Against Minimum Requirements • University degree in Accountancy, Business Administration, Management or other related fields. • At least 5 years of relevant experience in finance, administration, and operations. • Working knowledge of English (C) is required. • National of the Philippines or resident of the country with valid work permit. FAO Core Competencies • Results Focus• Teamwork• Communication• Building Effective Relationships• Knowledge Sharing and Continuous Improvement Technical/Functional Skills • Good knowledge of financial rules and regulations, accounting policies and practices• Good knowledge of corporate financial systems• Good knowledge of the communication and documentation standards• Good knowledge of the MS Office applications, Internet and office technology equipment• Good knowledge of FAO's financial policies and procedures Selection Criteria • Based on requirements, competencies and skills Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency. Additional Information FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing). Applications received after the closing date will not be accepted. Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED). The list can be accessed at For additional employment opportunities visit the FAO employment website: Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. How to Apply To apply, visit the recruitment website and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills. Candidates are requested to attach a letter of motivation to the online profile. Once your profile is completed, please apply, and submit your application. Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications. Incomplete applications will not be considered. Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time. Only applications received through the FAO recruitment portal will be considered. Your application will be screened based on the information provided in your online profile. We encourage applicants to submit the application well before the deadline date. If you need help or have queries, please contact FAO’s client support team for assistance. 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