Administrative and Logistics Assistant

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Description

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• Establish administrative systems and procedures according to existing FAO administrative guidelines for project staff, consultants, and sub-contractors.
• Develop and implement a proper archiving system for all programme, administration and finance related files, reports and correspondence for easy access and future reference.
• Establish financial systems and procedures in line with FAO’s existing guidelines for project staff, consultants and sub-contractors.
• Assist the CTA in ensuring efficient procurement management.
• Co-ordinate the preparation of project procurement and LoA plans in close interaction with technical staff, ensuring that cost estimates of project inputs and services are realistic and update the procurement plan at the FAO SharePoint.
• Maintain an updated inventory of all supplies and equipment and prepare guidelines for the proper use and maintenance of office equipment and properties; Also, transfer of ownership of the project’s equipment.
• Facilitate travel and transportation requirements of the project staff and other stakeholders involved in the project.
• Assist with recruitment of project staff, and procurement of goods and services and ensure applicable FAO rules and regulations are followed.
• Prepare and process administrative reports required by the Project management.
• Attend timely budget reprogramming and assist in the budget revisions of project to be presented to donors if required; Also, perform regular mapping of expenditure transaction listing in the project core page of FPMIS.
• Preparation of financial statement/reports and Call for Funds documents as per EU format and liaise with the Operations team of SAP for the timely submission to EU and FAO HQ.
• Prepare vouchers for payments, maintain and monitor records of all disbursements of the project and validate disbursements. 
• Participate during EU expenditure verification audit and provide required documents/records as required by the project.
• Prepare updated reports on disbursement and advise the Project Team on the overall financial status of the project.
• Liaise with FAO SAP, relevant Government Ministries and Department, as necessary, on issues related to implementation of project operations and administration. 
• Perform other related duties as required.

• National of the country of assignment
• Advanced university degree in a field related to business or financial administration.
• Five years of relevant experience in project management, administration, accounting and/or audit, budget or finance.
• Working knowledge (proficient-Level C) of English language and proficiency in Local language in Fiji. 

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