Job Title: Assistant FAO Representative (Administration)
Organisation: Food and Agriculture Organization of the United Nations (FAO)
Job location: Kampala, Uganda
Deadline: 16th January 2014
Report to: FAO Representative
Vacancy Announcement No; FRUGA/05/2013
About FAO:
The global mandate of the Food and Agriculture Organization of the United Nations (FAO) is to improve nutrition, increase agricultural productivity, raise the standard of living in rural populations and contribute to global economic growth. Achieving food security for ail is at the heart of FAO’s efforts - to make sure people have regular access to enough high-quality food to lead active, healthy lives. For more information about the Organization visit www.fao.org.
Job Summary:
The Assistant FAO Representative (Administration) is responsible for planning coordinating and monitoring of a broad range of administrative, financial and budgetary activities for the FAO country office.
Key Duties and Responsibilities:
· Advise the FAO Representative on all the areas of administration and finance and participate in administrative planning in consultation with senior staff and HQ units;
· Supervise the overall administration and financial operations of the country office;
· Manage all financial records and monitoring systems of the country office; monitor project and programme accounts; Supervise and/or maintain imprest accounts, perform bank reconciliations, monitor invoicing and payments, and handle and resolve variations and inconsistencies in cooperation with the FAO Representative and other related entities;
· Coordinate the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO’s corporate systems and data bases;
· Manage financial and administrative correspondence and filing system of the country office;
· Prepare recurring reports on programme, project and office accounts; coordinate and provide special reports for budget preparation and audits; and liaise with local banks and financial institutions;
· Liaise with host Government for the maintenance of premises and ensure that all procurements and custom clearances for programmes, projects and the office are properly requested and obtained;
· Actively support the streamlining of administrative procedures and liaise with other UN Offices in the country for common practices;
· Advise local and international staff, experts, and consultants on specific aspects of allowances, salaries, financial matters, contracts, recruitment etc;
· Manage Staff and Non-Staff Human Resources in the country office: manage recruitment, contracts, time sheets, leave records and ensure personnel files are complete. Ensure the personnel appraisal system is complied with for all personnel in the country office;
· Oversee that the assets of the country office are properly used, maintained and recorded in the relevant systems;
· Monitor the inventory records of the organization in accordance with Organizational procedures;
· Monitor operational costs;
· Update the relevant corporate country office information system for administrative information as required;
· Ensure the compliance with the Organization's security guidelines (Minimum Operational Security Standards- MOSS);
· Perform any other related duties as required.
Qualifications, Skills and Experience:
· The prospective United Nations FAO employee should hold a University degree in a field related to business or public administration from a recognized institution.
· At least five years of professional experience in the field of management, administration, accounting and/or audit, budget or financial management, including supervisory experience and exposure to human resources management.
· Membership of a recognized professional body is desirable.
· Extent of experience in the field of office management and administration including supervisory experience
· Extent of knowledge of UN or general operational policies, rules and regulations and project/programme administrative management procedures
· Extent of knowledge of FAO’s corporate systems and data bases, or knowledge of other integrated accounting or financial modules or applications (ERP systems) relevant to accounting procedures or project budget management
· Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field
· Proven ability to communicate clearly and concisely both in writing and orally
· Demonstrated ability to work effectively in a team and with problem solving skills
Languages Proficiency: Excellent command of English and working knowledge of the most widely used local language.
How to Apply:
All Ugandan nationals who meet the requirements above are requested to submit applications together with detailed curriculum vitae and copies of certificates in a sealed envelope, quoting Vacancy Announcement FRUGA/05/2013 Assistant FAOR Administration, addressed to Chairman, Recruitment Committee, Food and Agriculture Organization. Envelopes should be registered at reception and placed in the box at reception of the FAO offices at Plot 88 Buganda Road, Wandegeya, Kampala, Uganda.
All incomplete applications or applications received after the closing date will not be considered.
NB: Only shortlisted candidates will be contacted.
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