Administrative and Finance Assistant

The Administrative and Finance Assistant will provide administrative, financial, procurement, and logistical support to ensure the efficient implementation of project activities in accordance with FAO rules and procedures. The role includes budget monitoring, financial record-keeping, payment processing, inventory management, and coordination with project teams and partners.

Responsibilities

• Provide overall administrative and financial support to the project.
• Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects, and use these records as a basis for preparing financial reports for use by the FAOR, RAP, donor, Government, and other partners.
• Assist in monitoring the project budget, tracking expenditures and commitments against approved allocations.
• Review Project Status Reports and Transaction Listings in iMIS, in collaboration with the FAO team, based on approved annual work plans and projected future project activities.
• Update and maintain electronic and paper filing of relevant administrative and financial information; assist in the preparation of budget revisions.
• Prepare purchase requisitions in consultation with the Project Team, source information for potential local suppliers, facilitate arrangements for inspection and delivery of inputs and supplies, and ensure the timeliness of delivery of all required inputs.
• Submit payment requests for very low value procurement, reimbursements.
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC).
• Provide support in the processing of cash transfer, ensuring list of beneficiaries is complete and accurate according to the project criteria and selection.
• Provide and facilitate on-boarding support for project staff (access to corporate systems, processing of travels and entitlements for deployment, and other onboarding-related concerns).
• Provide support in project closure.
• Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies).
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

Requirements

• University degree in the field of Business Administration, Accountancy or other related disciplines.
• At least five (5) years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at field level.
• Full proficiency / working knowledge (level C) of English.
• National of the Philippines.
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams.
• Excellent writing, and report writing skills in English and Filipino.
• Willingness to travel to project sites as required.
• Working knowledge of relevant local dialects is an advantage.
• Excellent written and oral communication skills in English and Filipino.
• Intermediate computer skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

Skills

• Administrative Support
• Financial Record Keeping
• Budget Monitoring
• Payment Processing
• Procurement Support
• Logistical Support
• Project Implementation
• Report Writing
• Microsoft Office Suite
• Excel
• Word
• Power Point
• Travel Coordination
• Inventory Management

Languages

English, Filipino