Administrative Support (Accounts payment)

at FAO
Location Addis Ababa, Ethiopia
Date Posted August 26, 2022
Category Administration
Job Type Full-time
Currency ETB

Description

About the job

Organizational Setting
The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. 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 and healthy lives.
The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy.
Our three main goals are: the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations.
FAO Representation to Ethiopia (FRETH) has various sub-offices across the country and is implementing a number of projects, often in the most inaccessible areas. The FAOR Ethiopia office is co-located with the Sub-regional office for Eastern Africa (SFE) in Addis Ababa and together account for more than 150 personnel. The Administrative Support Services (ASS) unit provides support to both FAO offices and the HR sub-unit is responsible for the provision of client-oriented HR services, consistent with FAO policies and procedures in an effective and efficient manner.
Reporting Lines
This position is under the general guidance of FAO Representative to Ethiopia, the overall supervision of the Senior Administrative Officer, and the direct supervision of the Finance & Administrative Officer.
Technical Focus
The provision of financial and accounting related support services.
Tasks And Responsibilities

  • Prepare cheques, transfer letters and instruction letters as applicable, for Operational Advances processed in the name of a Disbursing officer, on behalf of implementing Partners, suppliers etc.
  • Print invoices in GRMS that are under process status, after disbursement vouchers, cheques, bank transfer or instruction letters are signed by the approving bank signatories.
  • Counter check the relevant supporting documents and ensure accuracy of receipts and confirm that expenditures are in accordance with approved organizational policies, procedures and Standard Operating Procedures for Cash transfers;
  • Maintain the accounting files, ensuring that all the records of vouchers are properly and completely filed to facilitate reporting on transactions undertaken at the field office.
  • Act as focal person for payment verification queries from the bank.
  • As may be requested, respond to payments related queries and request for information with courtesy and tact;
  • Prepare and share, with confidentiality, list of salaries, benefits and travel related payments due for the field FAO personnel together with the relevant disbursement vouchers (hard copy or soft copy PDF) with the nominated Disbursing Officer or any other Designated Officer that later shall be signed by the staff member/NSHR, and consultants to acknowledge the receipt of cash.
  • Check and collect the signed disbursement vouchers from the field office and document properly.
  • Liaise with Programme, Procurement and Operations units to support the field office on proper cash flow planning.
  • Work closely with the respective Programme Assistant to determine amount of cash required and book cash reservations for cash withdrawals required for the field office as per the time line agreed with the bank.
  • In coordination with disbursing officer, keep withdrawn cash in the Office in a locked safe box with appropriate security measures until transported and support on safe cash dispatch to the field office.
  • Provide disbursement related assistance to the field office.
  • Work closely with the bank to ensure smooth cash withdrawal process when required.
  • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements

  • Candidate should be a national of Ethiopia
  • Secondary school education supplemented by relevant training in business or accounting and related fields. University degree is desirable but it is not a requirement.
  • Four years of progressively responsible work experience in administrative or accounting.
  • Fluency in both oral and written communication in English. Working knowledge (level C) of English and working knowledge of the local language is required.

FAO Core Competencies

  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement

Selection Criteria

  • Extent of experience in general accounting and financial management and experience with the UN and international organization is desirable.
  • Knowledge of FAO/UN personnel guidelines and regulations and administrative procedures will be an added advantage.
  • Ability to operate MS Office applications, web based management systems; Advanced knowledge of spreadsheets and database packages.
  • Demonstrates confidentiality, integrity and high ethical standards.
  • Ability to clearly communicate in English (written and spoken).
  • Client orientation and ability to use tact and courtesy in communication with a wide range of individuals.
  • Proficient in the use of office equipment and MS Office applications, Internet and office technology equipment.

Additional Information

  • FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
  • Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
  • Applications received after the closing date will not be accepted
  • 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/
  • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
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