Administration & Finance Support

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Job Description

Under the overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative (Administration) and Direct Supervision of Provincial Coordinator the Administrative and Finance Associate will carry out the following tasks.
Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines. Maintain inventories of non-expendable items of furniture, equipment and vehicles. Ensure correct maintenance of vehicle log books and records of fuel and repair or maintenance by all drivers.
Tasks and responsibilities:

Conduct administrative support functions in relation to staff, office premises, internet, furniture, equipment, vehicles and transport in accordance with FAO guidelines.
Work closely with the finance staff to ensure timely processing of documents and participate as necessary in negotiation of lease agreements with vendors and UN partners for premises and vehicles.
Supervise drivers and janitorial staff
Maintain inventories of non-expendable items of furniture, equipment and vehicles
Ensure adequate maintenance of office premises, all equipment security appliances and vehicles
Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers
Support the project staff based in province on all accounting, budget or financial / administrative queries.
Reconcile OPC, ensuring all disbursements are in accordance with FAO rules and procedures.
Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.
Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items.
Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees.
Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system.

Candidates Will Be Assessed Against The Following:
Minimum Requirements:

University degree in administration, management, accounting and finance;
Five years of progressively responsible administrative, accounting and office management experience.
Working knowledge of English, Urdu and local languages.
National of Pakistan.

Selection Criteria :

Good knowledge of IT Skills; MS Office applications, and office technology equipment

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400505

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