National Finance and Administrative Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized technical agency of the United Nations. The FAO mission is to work toward the eradication of hunger and strive for food security for everyone as stated in the 2030 Agenda. The FAO’s Strategic Framework aspires to transform agri-food systems so that they are more efficient, inclusive, resilient, and sustainable. The ultimate goals of these efforts include better production, better nutrition, better environment, and better lives, while leaving no one behind. 
The FAO Subregional Office for the Pacific Islands (SAP) provides policy, technical, programme and operational support to Pacific Island countries and territories. Its portfolio includes Technical Cooperation Programme projects, Global Environment Facility and Green Climate Fund initiatives, and projects financed by bilateral, multilateral and other resource partners. The portfolio covers national, multi-country and subregional interventions in agrifood systems, fisheries, forestry, climate resilience, natural resource management, food security and nutrition. 
FAO maintains an office in Fiji and implements a growing portfolio of activities in Fiji and across the Pacific. The National Finance and Administrative Specialist will be based in the FAO Fiji Office and will provide administrative and operational support to assigned projects and programme activities.  

Reporting Lines

The National Finance and Administrative Specialist works under the overall guidance of the FAO Subregional Coordinator for the Pacific Islands and the direct supervision of the Administrative Officer (FAO SAP). The incumbent works in close collaboration with Lead Technical Officers, Budget Holder, project coordinators, operations and programme personnel, colleagues in the FAO Fiji Office, relevant FAO technical and administrative units, and government and implementing partners.

Technical Focus

Administrative and financial management, budget monitoring, payments and advances, financial reporting, records management, travel and event administration, personnel support, internal controls and operational capacity development for assigned project in Fiji.

Tasks and responsibilities

The National Finance and Administrative Specialist will perform the following tasks: 
•    Serve as the focal point for the administrative and financial support of assigned project activities and ensure that day-to-day actions are processed accurately and on time.
•    Support the preparation and regular updating of project work plans, budgets, delivery forecasts and operational schedules, and monitor implementation against approved allocations and timelines.
•    Maintain accurate financial records and supporting documentation for commitments, expenditures, payments, advances, receivables and other project transactions in accordance with FAO procedures. 
•    Review transaction listings and budget status reports, identify errors or unusual charges, follow up on corrections and alert the supervisor to potential under-expenditure, over-expenditure or funding gaps. 
•    Support the preparation of project budgets, cash-flow forecasts, periodic financial reports. 
•    Prepare the annual and semiannual financial reports of project required for donor.
•    Prepare complete payment packages for eligible project expenses, service providers, implementing partners, personnel, travel and other authorized costs, and follow up with responsible units until completion.
•    Monitor cash advances and operational partner advances, maintain settlement schedules and follow up on supporting documentation and timely clearance in accordance with FAO requirements. 
•    Support monthly and periodic financial closure processes, reconciliation of project records and preparation of documentation required for audit, assurance or financial review exercises. 
•    Maintain organized electronic and hard-copy files for project documents, agreements, correspondence, financial records, reports, personnel records, meeting records and other official documentation. 
•    Provide administrative support for duty exemptions related to procured goods.
•    Coordinate local travel administration processes.
•    Maintain inventories of office supplies and administrative equipment, coordinate replenishment and maintenance requests, and support the proper custody and use of office assets. 
•    Maintain the asset purchased under the project and support the physical asset verification exercise.  
•    Maintain complete and up-to-date information in FAO corporate systems, project monitoring tools and shared filing systems, and support the preparation of portfolio and management reports. 
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING