Finance and Administrative Specialist

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Description

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• Effective and efficient provision of administrative support to the programme and project activities of the EU-STREIT.
• Supervise, oversee and/or contribute to the delivery of financial reporting, general accounting, project accounting, and/or investment activities/services in accordance with FAO policies and regulatory framework;
• Lead planning, coordinating and implementing administrative and financial activities for the EU-STREIT programme;
• Analyze financial information for inclusion in statutory reports, management reports, financial statements, and/or reports to donors as well as other specific reports for FAO, the EU and other stakeholders; 
• Project Financial and Management Accounting System: Ensure that accounting records are kept up to date, are reliable and are maintained according to FAO accounting practices;
• Prepare and ensure field budget authorization and financial statement as per FAO and Donor requirements;
• Monitor cash flow and ensures the correct account reflection in FAO financial records.
• Internal Controls: ensure that FAO policies and procedures are followed, the control system is effective, and the accounting system is reliable;
• Financial Reporting and Performance Monitoring:  Consolidate project information based on reports received from the UN Agencies and other IPs on a monthly basis, and prepare periodic financial statements and project progress reports;
• Manage all payments to suppliers in accordance to support documentation and invoices; 
• Disbursements from the project fund: ensure that withdrawals from the project are made only to meet expenses in connections with the project as they are actually incurred;
• Manage all financial records, administrative correspondence and tracking systems of the office; monitors and advises on the financial status of the programme;
• Ensure the maintenance of up-to-date financial records, including the preparation of bank and other reconciliation statements and supervises and conducts the year/biennium end closure (if needed) of accounts;
• Support to certification of financial reports submitted to EU in close collaboration of International Operations Officer and FAO-HQ:  follow the usual FAO practices for the timing of the reports and audit; 
• for payment, ensures that financial commitments and expenditures are accurate and consistent with established guidelines;
• Develop and follows up on the implementation of standard operating procedures related to admin and finance; and ensures consistency in the application of FAO rules and procedures;
• Oversee all logistics, administrative and HR arrangements related to the implementation of the programme;
• Organize and support the programme on all human resources matters, develop and manage the employment/human resources archive for all NSHR employees of EU-STREIT;
• Manage, supervise and coordinate VA announcements, recruitments and contract issuance as well as ensures the timely contract renewal, rehire and extension of required personnel under EU-STREIT Programme;
• Train and supervise staff and field programme personnel on all administrative and financial matters in line with the Organization’s regulations, policies and procedures;
• Coordinates the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO’s corporate administrative systems and data bases;
• Manage the maintenance of premises and ensures that required office upkeep requirements are in place. 
• Streamline and supervise assets and inventory management.
• Lead the implementation of streamlining of administrative procedures and liaises with other UN Offices if required;
• Ensure the compliance with the Organization’s security guidelines (Minimum Operational Security Standards- MOSS);
• Perform other duties as required.

• University degree in business administration, finance, accounting or related fields;
• Five years of relevant experience in the fields of administration, procurement, finance and human resources management;
• Working knowledge (level C) of English.

• Work experience in more than one location, particularly in field is desirable.
• Relevant experience in financial management, administration, human resources management and planning is required. 
• Previous working experience with other UN agencies with similar functions is highly desirable. 

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