Administrative Associate
- Référence cDiscussion: 1077277
- Publié le: 16/12/2020 à 10h23min09s
- Niveau d'études: Non précisé
- Expérience: 5 ans
- Expire le: 05-01-2021
FAO
Dakar, Sénégal
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Job Description
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2002890
Administrative Associate
Closure Date: 05/Jan/2021, 11:59:00 PM
Organizational Unit: FRSEN
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-6
Primary Location: Senegal-Dakar
Duration: Fixed term: one year with possibility of extension
Post Number: 0129674
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located
FAO is committed to achieving workforce diversity in terms of gender and nationality
People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase
All applications will be treated with the strictest confidentiality
Organizational Setting
The main objective of FAO's country offices, which are headed by an FAO Representative, is to assist governments in developing policies, programmes and projects aimed at achieving food security and reducing hunger and malnutrition, to help develop agriculture, fisheries and forestry, and to use their environmental and natural resources in a sustainable manner.
Main Purpose
The Administrative Associate leads and coordinates the office- and management support functions of the Office. He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work. The job role requires in-depth knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to managers and staff in the division/ department or location.
Supervision Received/Exercised
The Administrative Associate reports to the Assistant FAO Representative (Administration).
Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.
Working Relationships
The incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization. Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.
Key Functions/Results
Support the management and administration of financial records and monitoring systems for the office; monitor project and programme accounts for which responsibility is assigned; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash.
Provide and coordinate the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data and documents; make necessary calculations.
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.
Independently compose and finalize correspondence of administrative nature; initiate and 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.
Prepare recurring reports on programme, project and office accounts, report variations from budgets; prepare special reports on budgetary performance.
Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.
Maintain liaison with local banks and financial institutions.
Advise other staff in the area of office / administrative management; actively support the streamlining of procedures and practices and the introduction of new information technologies to the office.
Advise international staff on administrative and financial matters.
Make administrative arrangements for the Country Office and perform administrative duties to ensure security and office maintenance.
Perform other related duties as required.
Impact Of Work
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education
Experience: Five years of progressively responsible administrative, accounting and office management experience
Languages: Working knowledge (level C) of French and limited Knowledge (level B) of English
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Technical Skills
Thorough knowledge of the communication and documentation standards
Thorough knowledge of corporate computerized financial / travel / human resources systems
Thorough knowledge of organizational structure, administrative procedures and policies, and matters of protocol
Desirable Qualifications and Skills
Very good knowledge of the corporate structure
Experience in Procurement and Human resources management
Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency
ADDITIONAL INFORMATION
• FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
• Selected candidates need to reside within commuting distance from the FAO office. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
• No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
• Other similar positions may be filled from this vacancy notice
• For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
• Incomplete applications will not be considered
• Only applications received through the recruitment portal will be considered
FAO IS A NON-SMOKING ENVIRONMENT