Programme Assistant (South Africa)

Organizational Setting

FAO supports governments and regional integration organizations to address their needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources. The FAO Resilience Hub for southern Africa (SFS-REOSA) based in Johannesburg, South Africa, leads FAO’s work to reduce vulnerability and risks of food and nutrition insecurity by strengthening the productive capacity and livelihoods of vulnerable groups in southern Africa. SFS-REOSA provides support to regional integration organizations, governments and FAO country offices in the design and implementation of emergency and resilience-building initiatives for the agriculture, food, and nutrition security sectors in southern Africa.

Reporting Lines

Under the general supervision of the Resilience Team Leader and direct supervision of Operations Officer, the Administrative Assistant will work as the focal point for matters related with finance management and procurement in the SFS-REOSA.

Technical Focus

He/she will work closely with national and regional technical officers (early warning, anticipatory action, crop, livestock, monitoring and evaluation, operations and administration) to produce technical outputs of the programme. Specifically, the incumbent will carry out the following tasks:

Tasks and responsibilities

•    Assist in programme administration and responsible for up-to-date maintenance and accurate financial records of all disbursements and receipts under the SFS-REOSA portfolio:
•    Assist the procurement process by preparing and submitting requisitions, checking the status of existing requisitions against issued purchase orders.
•    Process programme payments and follow up on invoices ensuring that the budget limits, threshold and the rules and regulations are respected.
•    Reconcile expenditures, balances, payments statements and other day to day transactions including any discrepancies or errors identified by conversing with team members and/or vendors/ service providers.
•    Review, prepare and process disbursement vouchers.
•    Monitor the project reports (Project status report, financial statement, and transaction listing) and maintain continuing awareness of accounts balances of the projects under the REOSA Programme; ensure all calculations and data entries are correct and process corrective actions in the system.
•    Reconcile programme cash advances, OPC, Petty Cash through FAO Account and keep outstanding cash advance record and follow up with the team to settle.
•    Support the management and control of equipment and purchased goods.
•    Maintain up to date inventory of SFS-REOSA assets, including vehicles and office equipment.
•    Be responsible for the daily office management and the management of funds, personnel, and other Project resources.
•    Prepare monthly financial reports and periodicals according to FAO standards.
•    Ensure that all justifications of expenses are recorded and presented in the right format, exact time, according to FAO rules.
•    Perform other duties as requested by supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University Degree in Administration, Finance, Accounting, Economics, or a relevant field.
•    Minimum 4 years’ experience in general project/office administrative and operations activities.
•    National of South Africa or resident in the country with a valid work permit.
•    Working knowledge of English.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Ability to write briefs and reports.
•    Ability to work under pressure and meet deadlines.
•    Previous work experience with UN agencies is preferred.
•    Ability to work in a multi-national and multi-ethnic environment.
•    Ability to work efficiently with minimal direct supervision.
•    Effective communication skills- written and oral
•    Strong skills in word processing and spreadsheet software computer are required.
•    Strong report writing skills.
•    Ability to organize meetings and workshops.