UN FAO Jobs – Senior Administrative Assistant at Food and Agriculture Organization of the United Nations

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
Contract Level: FT-G5
About FAO:
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.
Computer and IT Skills:
  • 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.
How to Apply:
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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