Regional Administration and Finance Assistant

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Description

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Technical Focus

Provide full support to the Regional Office on administration and financial matters, ensuring that activities are implemented quickly and effectively. 

Tasks and responsibilities

Fleet Management:

• Act as a focal point for administrative and financial matters of the Regional Office in close collaboration with the Regional Coordinator and Assistant FAOR (Administration), ensuring smooth management of day-to-day administration and related financial matters and reporting;
• Ensure that accounting records are kept up to date, reliable, and are maintained according to FAO accounting practices;
• Prepare payment requests (fund release orders), ensure all the supporting documents are available and in accordance with FAO rules;
• Follow up on all admin/finance related matters of the Regional Office and ensure timely management of activities, personnel, assets, inputs, and contacts;
• Prepare relevant Regional Office expenditure plans, monitor Field Budget Authorizations (FBAs), and ensure that expenditures remain within authorized levels; 
• Liaise with the FAO Representation in the country with regards to the security clearance of individuals who are traveling inside or out of the country;
• Manage Outposted Petty Cash and Operational Cash Advance requests including training workshops of projects operating in the region;
• Maintain a database for keeping track of all kinds of advances issued and follow up on their settlements in accordance with FAO rules and regulations;
• Liaise closely with the FAO Representation in the country with regard to the procurement of supplies and equipment, assist in custom clearance procedures and maintain inventory records at the project level;
• Assist in the preparation of work plans and quarterly progress reports related to administrative issues as well as any other documents as required;
• Provide administrative support to ensure compliance with regulations for the management of the store and office supplies, travel-related matters, travel authorizations, management of personnel & transport, logistics for missions, workshops, seminars, study tours, and other capacity building;
• Help maintain a record keeping system for projects correspondence, documents, reports, etc., in accordance with established classification system;
• Collects quotations for the purchase of supplies and equipment as and when required;
• Liaise closely with the FAO Representation in the country with regards to IT for any technical support;
• Ensure smooth operation of the computers installed at the Regional Office as well as the smooth functioning of the office by providing required secretarial support to all;
• Organize appropriate filing system and ensure the maintenance of records and monitoring systems;
• Perform any other related duties as required. 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• University degree (Bachelor) in business administration, economics, finance, management or closely related areas;
• At least three (3) years of relevant experience in administrative and financial management and accounting with a financial institution or in an international organization in a financial or Administrative position;
• Working knowledge (level C) of English and local languages (Pashto and/or Dari);
• National of Afghanistan.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401419

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