Administrative Assistant

Overview Administrative Assistant ) – Non-staff opportunities. Location: Philippines. Duration: 3 months probationary period with possibility of extension. Type: PSA (Personal Services Agreement). Important: Closure Date and Time displayed are based on the date and time settings of your personal device. Organizational Unit: FAO Representation in The Philippines. Reporting to: Assistant FAO Representative for Administration. Primary location: Philippines. Organizational setting The Food and Agriculture Organization of the United Nations (FAO) works to defeat hunger and promote sustainable agrifood systems. FAO is a UN specialized agency with offices worldwide, and it emphasizes integrity, transparency and diversity. The position is located in the Philippines. FAO adheres to high standards of integrity and professional conduct and conducts rigorous reference and background checks for selected candidates. Technical Focus The Administrative Assistant performs routine administrative and financial duties related to accounts, finance, budgeting and project support. The incumbent exercises judgement, identifies errors and supports sound financial practice, while providing 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; use these records as the basis for preparing financial reports for the FAOR, RAP, donor, Government and other partners. Raise invoices in GRMS and follow up on invoice validation and check processing. Review and validate proposed budget requests for forthcoming quarters/next financial year in collaboration with the FAO team, based on approved annual work plans and projected future project activities. Monitor project budget in terms of expenditures and commitments against approved allocations; monitor Project Status Reports and Transaction Listings in iMIS weekly for quality control and troubleshooting to prevent posting errors and flag budgetary constraints. 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 delivery estimates of projects. Review liquidations of operational cash advances (OCAs) and Letters of Agreement (LOA); undertake Quality Assurance Review (QAR) for LOAs. Assist in preparations for project closure and in project budget revisions. Carry out any other relevant duties within technical competence as requested by the FAO Representative. Candidates will be assessed against the following University degree in Accountancy, Business Administration, Management or 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 with valid work permit. FAO Core Competencies and Technical/Functional Skills Good knowledge of financial rules and regulations, accounting policies and practices. Good knowledge of corporate financial systems. Good knowledge of communication and documentation standards. Good knowledge of 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. Additional information FAO does not charge a fee at any stage of the recruitment process (application, interview, processing). Applications received after the closing date will not be accepted. FAO only considers higher educational qualifications from institutions accredited/recognized in WHED/IAU-UNESCO lists. The list can be accessed at Appointment is subject to medical fitness, accreditation, residency/visa requirements, and security clearances. How to apply To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Ensure your profile is accurate and includes employment records, qualifications and language skills. Attach a letter of motivation to the online profile. Submit your application. You may be asked to provide performance assessments and authorization for verification checks. Incomplete applications will not be considered. Personal information may be shared within FAO and with partner organizations for pre-screening and background checks; you may withdraw consent at any time. Only applications received through the FAO recruitment portal will be considered. We encourage applicants to submit well before the deadline. Help and queries If you need help, create a one-time registration with FAO’s client support team for assistance: #J-18808-Ljbffr