Organisation: Food and Agriculture Organization of the
United Nations (FAO)
Duty Station: Kampala, Uganda
Reports to: Assistant FAOR (Administration)
Vacancy Announcement No: FRUGA/CIFAA/2015
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 all 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.
Job Summary: The FAO Senior Administrative Assistant
provides administrative, financial and accounting support activities for the
FAO Representation.
Key Duties and
Responsibilities:
- The
incumbent will be responsible for maintaining the financial records and
monitoring systems for the office; maintain imprest accounts; reconcile
expenditures, balances, payments, statements and other data for day-to-day
transactions and reports; manage the Country Office petty cash; monitor
project and programme accounts for which responsibility is assigned. - In
charge of retrieving, entering, selecting and analyzing data from a wide
variety of sources, including FAO’s corporate systems and data bases (e.g.
the Field Accounting System (FAS), the Country Office Information System
(COIN), Datawarehouse, etc.); verify accuracy of data documents; make
necessary calculations. - Intuitively
verify availability of funds under all programmes; ensure that operational
expenditures are in accordance with approved budgets and that all
committing documents are complete and consistent. - Prepare
correspondence of administrative and financial nature; draft
correspondence to verify data, answer queries, and obtain additional
information on transactions and financial matters, as required - Maintain
detailed records of budget estimates, obligations and available balances;
participate in the consolidation of budget proposals; prepare financial
data for budget estimates and financial planning. - Compile
and submit reports on budgetary performance of office accounts, and, if
required, of project accounts; report variations from budgets. - Maintain
local inventory records with responsibility for proper recording of
assets, their maintenance and safeguard. - Update
and maintain a filing system of administrative and financial documents. - Actively
monitor the receipt of Government contributions and the transfer of
ownership of the Organization’s equipment. - 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.). - Technically
support the streamlining of procedures and practices and the introduction
of new information technologies to the office. - Support
the administration of personnel and equipment. - Perform
any other related duties as required.
Qualifications, Skills and
Experience:
- The
ideal candidate for the United Nations FAO career opportunity should have
completed secondary school education. - Possess
specialized training in administration, finance, accounting and/or office
management. - At
least four years of administrative, accounting and office management
experience.
- Ability
to effectively use standard office software, such as MS Office (Windows,
Word, Outlook, Excel, Power Point, Exchange) et al. - Ability
to effectively use accounting software and information systems.
Office Management Skills:
- Detailed
working knowledge of FAO’s administrative and accounting systems and
procedures. - Systematic
and efficient approach to work assignments, good judgment and analytical
ability.
Interpersonal Communications and Teamwork Skills:
- The
incumbent must possess a cooperative spirit, flexibility and openness to
work in an international environment within a team of staff with mixed
skills and different national and cultural backgrounds. - Tact,
courtesy and ability to establish and maintain effective working
relationships with people of different national and cultural background.
Languages: Working
knowledge (Level C) of the FAO official language used for communication within
the country (English) and working knowledge of the local language(s) is
required.
All suitably qualified and
interested Ugandan nationals should send their applications together with
detailed curriculum vitae and copies of certificates in a sealed envelope,
quoting Vacancy Announcement FRUGA/01/ADM/2015-Senior Administrative Assistant,
addressed to Chairman, Recruitment Committee, Food and Agriculture Organization
in Uganda. The envelopes with applications should be registered at reception
and placed in the box at the reception of FAO Uganda Offices at Plot 88 Buganda
Road, Wandegeya, Kampala, Uganda.
Note: FAO does not charge applicants any fees at
any stage in the recruitment process.
Deadline: 27th March
2015 by 2:00 pm
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