The Ugandan Jobline

 

Job Title:    Assistant FAO Representative
(Administration)

Organization: Food and Agriculture Organization of the United
Nations (FAO)

Duty Station:
Kampala, Uganda

Reports to: FAO
Representative

 

About US:

The Food and
Agriculture Organization of the United Nations (FAO) has a global mandate 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 Assistant FAO Representative
(Administration) is in charge of programme administration and financial
management, including accounting and personnel administration.

 

Key Duties and Responsibilities:  

·       
Plans,
organizes, and coordinates  the office’s
administrative services;

·       
Provides
administrative support in the implementation of FAO collaborative programmes
and ensures periodic monitoring of their implementation;

·       
Plans
and implements procedures, norms and systems in compliance with existing
policies, for a full range of administration-related processes including
personnel;

·       
Manages
and supervises the administrative team;

·       
Reviews
and analyses data from a wide variety of sources, including FAO’s corporate
systems and database

·       
Prepares
reports, financial and budgetary estimates for projects;  plans and organizes the application, control
and accounting of approved budgetary allocations by projects and programmes;
prepares special reports for budget preparation , audits, and other requests;

·       
Reviews
accounts, processes payments in accordance with established rules and liaises
with local banks and financial institutions

·       
Oversees
the financial and administrative correspondence and filing system of the
office;

·       
Monitors
the receipt of Government contributions and ensures that all procurement and
custom clearances for programmes, projects and the office are properly requested
and obtained

·       
Ensures
the compliance with the Organization’s security guidelines (Minimum Operational
Security Standards ‘ MOSS)

·       
Assists
in implementing and monitoring effective administrative processes aligned with
UN guidelines and FAO rules and regulations and tailored to the needs of the
country office; actively reaches out to staff to create awareness and encourage
the use of administrative process flows to improve efficiency; monitors
improvements in efficiency (timeliness, accuracy etc.) through the
clarification and use of process flows;

·       
Assists
clients (all FAO personnel) on general administrative matters by adopting a
client-oriented, problem-solving attitude, provides advice and ensures
administrative support is provided by self or colleagues as required; actively
develops networks and relationships with and liaises with relevant parties
internally and externally (UN family in Uganda, FAO Regional Office, FAO
Sub-regional Office, FAO Headquarters) to find solutions to issues faced by
FAO’s programme personnel; identifies and tracks follow-up actions;

·       
Assists
in risk management by following-up on audit report actions and identifying
relevant fraud risks, internal controls (processes/procedures) available to
mitigate those risks and actions needed to ensure that controls created to
manage risks are being applied;

·       
Ensures
all FAO premises/facilities in Uganda, including and especially field/project
offices, are equipped and maintained at all times with the resources required
to perform in an agile and timely manner; pro-actively recommend cost-effective
upgrades in utilities, ICT, equipment and infrastructure to the FAO
Representative for consideration;

·       
As FAO
Security Focal Point for Uganda assists FAO representative to fulfil security
responsibilities; maintains and manages Emergency Notification and Warden
Systems within FAO Uganda; ensures that security related information is
provided to all FAO Uganda personnel. 
Maintains security related documents up-to date; ensures that all
security incidents are reported to FAO Representative and United Nations
Department of Safety and Security (UNDSS); assist FAO Representative in
implementation of all security measures as prescribed by the Security Risk
Management (SRM) Process, Residential Security Measures (RSM) and Facility
Security and Safety Survey (FSSS); prepares and updates FAO’s Business
Continuity Plan;  participates in United
Nations Security Management System’s Security Cell meetings providing inputs on
SRM, RSM, Security Plan on behalf of FAO Uganda and briefs FAO Representative
on discussions and recommendations. 

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the Food and Agriculture Organization of the United Nations
(FAO) Assistant FAO Representative (Administration) job placement must hold an
advanced university degree in a field related to business or public
administration

·       
Two
years of relevant experience in office management, administration, accounting
and/or audit, budget or finance

·       
National
of the country of assignment

·       
Working
Knowledge (Level C) of the official communication language used for FAO
communication with the country (English, French,  Spanish, Arabic, Chinese or Russian)

·       
Working
knowledge of the local language (if not English, French, Spanish, Arabic,
Russian or Chinese)

·       
Limited
knowledge ( Level B) of English (if the main communication language is French,
Spanish, Arabic, Russian or Chinese)

 

Competencies

·       
Results
Focus

·       
Team
Work

·       
Communication

·       
Building
effective relationships

·       
Knowledge
Sharing and Continuous Improvement

 

Technical/Functional
Skills

·       
Work
experience in more than one location or area of work, particularly in field
positions is desirable

·       
Extent
and relevance of experience in the field of office management and
administration including supervisory experience

·       
Extent
of knowledge of UN or standard operational rules and procedures and
project/programme administrative management procedures

·       
Extent
of knowledge of FAO’s corporate systems and data base, or knowledge of other
accounting or financial modules or applications relevant to accounting
procedures or project budget management would be considered an asset

·       
Demonstrated
analytical and judgment skills and ability to apply rules and regulations in
the subject field

 

How to Apply:

All interested and
qualified candidates are encouraged to apply online at the link below

 

Click
Here

 

NB: FAO does not
charge any fee at any stage of the recruitment process (application, interview,
processing)

 

Deadline:  27^th October 2020

 

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