Reporting Lines
The incumbent will be under the overall supervision of the FAO Representative (FAOR) for Indonesia and Timor-Leste and the day-to-day supervision of Assistant FAO Representative (Administration) based in Dili. The incumbent will work in close collaboration with FAO Timor-Leste project teams, FAO Regional Office for the Asia and the Pacific and headquarters personnel.
Technical Focus
The Administrative Assistant is responsible to perform a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
The incumbent’s key results have an impact on the efficiency & effectively of the finance and Administrative unit in FAOR. Accurate data entry, presentation of information strengthens the capacity of the FAOR office; client-oriented approach enhances FAO representation capability in finance and administrative management.
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
- University degree/technical diploma/high school diploma
- 5 (Five) years of relevant experience in Finance, administrative and office support work
- Working knowledge (Level C) of English as FAO official language used for communication within the country.
- IT Skills: 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.
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
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Incomplete applications will not be considered. If you need help please contact: [email protected]
- Applications received after the closing date will not be accepted
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
- 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, please send your updated profile to [email protected] or submit the hard copy to FAO representation office at the Ministry of Agriculture and Fisheries Compound, Av. Presidente Nicolau Lobato, No. 5 - Comoro. 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 or application letter confirming you as the best candidate for the position
• Candidates may be requested to provide performance assessments and/or authorization to conduct verification checks of past and present work, character, education record 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 for employment recruitment related processes such as pre-screening of applications, assessment, background checks and other related process
• Only applications received in FAO representation office and FAO official email portal will be considered
• Your application will be screened based on the information provided in your profile
• We encourage applicants to submit the application well before the deadline date.
