Administrative Assistant (Finance)

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 withlanguage 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

Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work character education military and police records to ascertain any and all information which may be pertinent to the employment qualifications
Incomplete applications will not be considered
Personal information provided on your application may be shared within FAO and with other companies acting on FAOs behalf to provide employment support services such as pre-screening of applications assessment tests background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time by withdrawing your application in such case FAO will no longer be able to consider your application
Only applications received through the recruitment portal will be considered

Your application will be screened based on the information provided in your online profile
We encourage applicants to submit the application well before the deadline date.

If you need help or have queries please create a one-time registration with FAOs client support team for further assistance: IS A NON-SMOKING ENVIRONMENT

FAO staff are expectedto adhereto FAO Values of Commitment to FAO

Respect for All and Integrity and Transparency

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient inclusive resilient and sustainable agrifood systems for better production better nutrition a better environment and a better life leaving no one behind.
FAOs commitment to environmental sustainability is integral to our strategic objectives and operations.

The Regional Office for RLC is responsible for leading FAOs response to regional priorities for food security agriculture and rural development through the identification planning and implementation of FAOs priority activities in the region. It ensures a multidisciplinary approach to programmes identifies priority areas of action for the Organization in the Region and in collaboration with departments and divisions at Headquarters develops promotes and oversees FAOs strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organizations Programme of Work and Budget and implements approved programmes and projects in the region monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security agriculture and rural development issues facilitates the emergence of regional partnerships and supports capacity development and resource mobilization for food security agriculture and rural development in the region.

The position is located in the Regional Office for Latin America and the Caribbean (RLC) in Santiago Chile.

Main Purpose

The Administrative Assistant (Finance) coordinates and performs the full range of office support management support and administrative tasks providing for the smooth and efficient running of the Office. He/she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Administrative Assistant (Finance) reports to the Finance Officer and receives guidance from the Finance Associate.

The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work output. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Administrative Assistant (Finance) works closely with a wide range of colleagues in the division /region with central units and external clients performing and coordinating office- and management support services and providing procedural guidance and information.

Key Functions/Results

Maintain financial records and monitor 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.
Retrieve enter select and analyse data from a wide variety of sources including FAOs corporate systems and databases; verify accuracy of data 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.
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.
Provide 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.
Maintain a filing system of administrative and financial documents.
Monitor the receipt of Government contributions and the transfer of ownership of the Organizations 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.).
Support the streamlining of procedures and practices and the introduction of new information technologies to the office.
Support the administration of personnel and equipment as well as protocol-related issues.
Perform other related duties as required.

Impact Of Work

The incumbents 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: Four years of administrative accounting and office management experience.
Languages: Working knowledge (proficiency - level C) of English.
IT Skills: Very good knowledge of the MS Office applications Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position candidates must be nationals of the country of the duty station or possess an existing valid visa to work or a valid work permit and reside within commuting distance of the duty station at the time of the application. Commuting distance means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

Results Focus
Teamwork
Communication
Building effective relationships
Knowledge Sharing and Continuous Improvement

Technical Skills

Good knowledge of the processing and approval process of a variety of transactions; ensuring audit requirements are maintained regarding supporting document retention adherence to rules accuracy and overall completeness.

Desirable Qualifications And Skills

Experience with integrated ERP (Enterprise Resource Planning) systems (Oracle).
Experience in finance-related support activities of medium complexity.
Working knowledge (Proficiency - level C) of Spanish is an asset.

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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 nationality background and culture
Qualified female applicants qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct and to uphold FAOs values
FAO as a Specialized Agency of the United Nations has a zero-tolerance policy for conduct that is incompatible with its status objectives and mandate including sexual exploitation and abuse sexual harassment abuse of authority and discrimination
All selected candidates will undergo rigorous reference and background checks
All applications will be treated with the strictest confidentiality
FAO staff are subject to the authority of the Director-General who may assign them to any of the activities or offices of the Organization.

FAOs commitment to environmental sustainability is integral to our strategic objectives and operations.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient inclusive resilient and sustainable agrifood systems for better production better nutrition a better environment and a better life leaving no one behind.

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 The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
Appointment will be subject to certification that the candidate is medically fit for appointment accreditation any residency or visa requirements and security clearances.
General Service Staff are recruited locally. To be eligible for this position candidates must be nationals of the country of the duty station or possess an existing valid visa to work or valid work permit and reside within commuting distance of the duty station at the time of the application. 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
For additional information visit the FAO employment website: competitive compensation and benefits package is offered. For information on UN salaries allowances and benefits click on the following link:
Experience:

Junior IC