FAO - Administrative/Finance Assistant

Food and Agriculture Organization of the United Nations

Vacancy Announcement No. 002/2012

Job Title: Administrative/Finance Assistant (1 position)

Issue date: March 7, 2011
Closing Date: March 16, 2011
Contract type: National Project Personnel (NPP); Level:GS-3
Duration: 1year with a possibility of extension subject to availability of funding
Duty Station: Nairobi
Starting date: 1st April 2012

Job Role, Duties and Responsibilities

The Administrative/Finance Assistant G-3 is responsible for a variety of routine administrative and financial support functions for the project. He / she works under the overall guidance of the FAO Representative and the direct supervision of the functional supervisor.

The incumbent performs the following duties:
  • Retrieve, enter, select and analyse data from a wide variety of sources
  • Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts
  • Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements, (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
  • Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
  • Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Maintain a filing system of administrative and financial documents.
  • Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
  • Support the administration of personnel and equipment.
  • Perform other related duties as required.
Qualification Requirements

Secondary school education or equivalent commercial school.

Work Experience:
Four years of clerical, administrative or accounting experience.

Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.

IT Skills:
Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Office Management Skills:
Systematic, well structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures.

Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. Tact and courtesy.
  • Ability to establish and maintain effective working relationships with people of different national and cultural background.
  • FAO is an equal opportunity employer; qualified women are encouraged to apply. Acknowledgements will only be sent to applicants in whom FAO has a further interest.
Interested candidates who meet the above qualifications may send their application letter, and a detailed CV clearly marked Administrative/ Finance Assistant STRICTLY BY EMAIL not later than 16 March 2012, addressed to:

Office of the FAO Representative in Kenya
FAO Representation in Kenya
United Nations Office at Nairobi
Block P, Level 3
PO Box 30470, 00100
Nairobi Kenya
E-mail : vacancy-Kenya@fao.org
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