Job Profiles for FAO Representation / Vacancy Announcement
Title: Administrative Clerk
Level: G-5
Job Role, Duties and Responsibilities
The Administrative Clerk G-5 provides administrative, financial and accounting support activities for the FAO Representation. He / she works under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAOR (Administration). With leeway for independent action, the incumbent performs the following duties:
Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash; monitor project and programme accounts for which responsibility is assigned.
Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases (e.g. the Field Accounting System (FAS), the Country Office Information System (COIN), Datawarehouse, etc.); verify accuracy of data documents; make necessary calculations.
Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets.
Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
Maintain a filing system of administrative and financial documents.
Monitor the receipt of Government contributions and the transfer of ownership of the Organization’s equipment.
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 streamlining of procedures and practices and the introduction of new information technologies to the office.
Support the administration of personnel and equipment.
Perform other related duties as required.
Qualification Requirements
Education:
Secondary school education. Specialized training in administration, finance, accounting and/or office management.
Experience:
Five years of administrative, accounting and office management experience.
Languages:
Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.
IT Skills:
Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange) et al. Ability to effectively use accounting software and information systems.
Office Management Skills:
Good knowledge of FAO’s administrative and accounting systems and procedures. Systematic and efficient approach to work assignments, good judgment and analytical ability.
Interpersonal Communications and Teamwork Skills:
The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment within a team of staff with mixed skills and different national and cultural backgrounds. Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural background.
(The following sections are for internal use and not to be published in the VA)
Work Relationships
As direct support of the National Administrative Officer, indirect support of the FAO Representative, and assistant to Project Management, the incumbent is in frequent contact with most staff of the office, with internal and external project staff and enquirers from within and outside of the Organization. The incumbent relates with officials from government / ministries, with OCD staff in Headquarters, with Regional and Sub-regional administrative staff, with administrative staff from UN /UNDP units in the country, as well as with staff and managers of local banks, financial institutions, suppliers, transportation, maintenance and security firms, as well as other local agencies and individuals.
Administrative and Office Management Skills:
Ability to structure and convey information in an appropriate, professional format. Actively support new ideas to streamline working methods. Recognize sensitive / confidential material and handle it with a high level of discretion. Exercise diligence and care in dealing with financial resources and expenditures. Ability to carry out and manage a high number of diverse and complex assignments and to cope with an increased volume of work during peak periods.
Interpersonal Communications and Teamwork Skills:
The incumbent should be willing to share information, tasks and ideas to ensure efficient teamwork and achievement of shared goals. He / she must be able to establish good working relationships and liaise with supervisor(s), project managers, and staff members from within and outside the Organization. He / she should be able to give productive advise and feedback to other staff. Since the incumbent has access to confidential and sensitive information, a high level of trustworthiness is needed.
Desirable: Knowledge of FAO’s corporate systems and data bases, such as the Field Accounting System (FAS) or the Country Office Information System (COIN).
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